REGULAR BOARD MEETING Station # Southwest Drive Sedona Multipurpose Room Wednesday, January 20, 2016 / 4:00 PM ~ MINUTES ~

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1 Sedona Fire District 2860 Southwest Drive, Sedona, Arizona Telephone (928) FAX (928) REGULAR BOARD MEETING Station # Southwest Drive Sedona Multipurpose Room Wednesday, January 20, 2016 / 4:00 PM ~ MINUTES ~ I. CALL TO ORDER/ROLL CALL Board Present: Ty Montgomery Chairman; Corrie Cooperman Clerk; Tim Ernster, Diane Schoen, Dave Soto Board Members Staff Present: ~These Minutes were approved by the Board on 2/17/16.~ Kris Kazian Fire Chief; Ed Mezulis Division Chief; Gary Johnson Fire Marshal; Jane Witt HR Manager; Sandi Schmidt Finance Manager; Tricia Greer Recorder to the Fire Board Others Present: Attorney Bill Whittington; Family Members of Firefighters Greg Gannon and Ian West; 2 Citizens; Ron Eland, Red Rock News Board Chairman Ty Montgomery called the meeting to order at 4:00 PM; he welcomed new Board Member Dave Soto. He then moved to go into Executive Session pursuant to ARS (A)(3) for legal advice and ARS (A)(4) for instructions to attorney regarding RFP for third party consultant(s) for District-wide analysis for organizational improvement and unification; and stated Item 2 regarding PSPRS legislation modification would be deleted; and added an emergency item for ARS (A)(3) legal advice and ARS (A)(4) instructions to attorney regarding the Jason Butler EEOC matter for a decision deadline; Board Clerk Corrie Cooperman seconded, and the motion unanimously passed. II. EXECUTIVE SESSION A. Vote to go into Executive Session pursuant to: 1. ARS (A)(3) Legal Advice; and ARS (A)(4) Instructions to Attorney Re: RFP for Third Party Consultant(s) for District-Wide Analysis for Organizational Improvement and Unification. 2. ARS (A)(3) Legal Advice and ARS (A)(4) Instructions to Attorney Re: PSPRS Legislation Modification. B. Reconvene into Public Session Discussion/Possible Action on above items. Mr. Montgomery called the public session back into order at 5:30 PM, and led the Pledge of Allegiance and moment of silence. Division Chief Ed Mezulis asked all to remember the 13 Police Officers and 9 Firefighters who lost their lives in the line of duty across our nation in the last month. Under Agenda Item II.A.1, Mr. Montgomery stated the Board was given information regarding the RFP, and the Board Members comments are to be forwarded to Executive Assistant Tricia Greer to compile and stated this item will be on next month s Agenda. Regarding the emergency Executive Session item, Mr. Montgomery moved to direct attorney to proceed, as instructed, in Executive Session; Board Member Diane Schoen seconded and the motion unanimously passed. III. REGULAR BUSINESS MEETING A. Salute to the Flag of the United States of America and Moment of Silence to Honor all American Men and Women in Service to Our Country, Firefighters, and Police Officers. See above. B. Oath of Office Ceremony for Newly Appointed Board Member Dave Soto. Page 1

2 Mr. Montgomery said Mr. Soto had officially received his Oath of Office previously, and then, ceremoniously gave Mr. Soto the Oath of Office as a SFD Governing Board Member. C. Badge-Pinning Ceremony for New SFD Firefighters Greg Gannon and Ian West. Fire Chief Kris Kazian administered the ceremonial Oath of Office for two new Firefighters, as follows: Greg Gannon lives in Prescott Valley with his wife, Kira. Firefighter Gannon has a Paramedic degree and is working on an Associates in Fire Science. He previously ran pizza restaurants and traveled the world, where he met Kira, a native Canadian, in Northern Thailand. His badge was pinned by his wife. Ian West recently moved to Chino Valley with his girlfriend, Katie, and they have two dogs. Firefighter West spent 9 years in the U.S. Army Reserves serving in Iraq. He is completing his Associates degrees in Fire Science and Paramedicine. His badge was pinned by his girlfriend. D. Consent Agenda Discussion/Possible Action: 1. December 14, 2015 Special Board Meeting Minutes 2. December 14, 2015 Executive Session Minutes 3. December 16, 2015 Regular Board Meeting Minutes 4. December 16, 2015 Executive Session Minutes Mr. Montgomery moved to approve the Consent Agenda, as presented, Mr. Cooperman seconded, and the motion unanimously passed. E. Discussion/Possible Action: FY 2015 SFD Financial Audit Presentation by Walker & Armstrong. Mr. Jay Parke, an Audit Partner with Walker & Armstrong presented the FY 2015 SFD Financial Audit; he distributed audited financial statements; report on interim control; and advisory letter to the Board. Mr. Parke stated SFD accounting records continue to improve; SFD has been diligent in following up on recommendations, and fewer adjustments occurred than in prior years. One large accounting pronouncement with significant effect on financial statements and audit is Governmental Accounting Standard Board Statement #68 (GASBY 68); it adds a liability never previously reported on financial statements over $10 million; the reason this was recorded in 2015 is because accounting standards changed and required putting these obligations on the books. As this was the first year of GASBY 68, Walker and Armstrong worked with the State of Arizona Auditor General to make sure it was done correctly. GASBY 68 affects the long term perspective and added disclosures, so comparing financial statements this year to prior years, they are bigger, probably another 10 pages of note disclosures. Mr. Parke said auditors focus on internal controls and segregation of duties, and they are pleased with the internal controls in place by SFD; there are no significant deficiencies or material weaknesses. He referred to the financial statements and noted it is split into five components the first is the independent auditor report, on which they rendered an unmodified opinion that the financial statements are materially correct. The management discussion and analysis on pages 4 to 10 provides a narrative overview of the financial statements and focuses on the major highlights. On page 7, he noted current assets primarily cash is fairly consistent with the prior year; capital assets went down about $650,000; liabilities were consistent with the prior year; the net position the equivalent of the district s net worth of total assets less liabilities is $3.655 million. Page 9 details the long term financial perspective there were no major construction projects like prior year, no new debt during the year, and continued principal payments of carried over capital lease. On page 11, total assets is presented in more detail with a large percentage in cash and investments, and the deferred outflows of resources related to pension, which is a new number this year, of $2.7 million; he noted the big change to total liabilities of $14.9 million, but $10 million relates to the pension; the net position of the district is positive at $3.6 million, and in capital assets of $11.5 million comprised of stations, engines, ambulances, etc., which was reported for the first time this year due to GASBY 68; if it was not for GASBY 68, that number would have been positive to $6.6 million. On page 12 is the Statement of Activities reporting total expenses listing larger dollar amounts; general revenues (property taxes) of $10.1 million plus, which is up about $900,000 from prior years. The change in net position decreased $821,000; however, page 15 shows the same information but from a short term perspective of revenues of $14.2 million, expenditures of $14.1 million, and that SFD, basically, broke even during the year. On Page 2

3 pages are the notes to financial statements providing detail and additional explanations. Mr. Parke referred to pages 25 to 32 related to Public Safety Personnel Retirement System including actuarial assumptions. He pointed out pension liability is the difference between how much paid into the plan since inception, earnings, and total amount estimated to pay out when people retire, which comes to $10.8 million. Mr. Parke discussed Note 11 on page 33 about how GASBY 68 had a profound effect on net position, which had nothing to do with changes by SFD. Total change in fund balance for the General Fund was $1.164 million. In terms of expenditures and what was budgeted, there was a positive variance of almost $800,000 well under budget in terms of expenditures; this allows a transfer of $1.9 million in Fiscal Year 2016 transferring to capital projects. Net position of the pension is funded at 61%. If SFD participates in Arizona State Retirement System in future years, that would affect the reporting. Mrs. Cooperman asked Mr. Parke to define compensated absences; Mr. Parke said if every employee with accrued vacation left the organization at once, which is highly unlikely, the district would owe that amount; it is a number that must be kept on the books as a liability, and is long-term. Mr. Ernster asked how many other public agencies Walker and Armstrong audit; Mr. Parke responded they currently audit four fire districts, but work with more than that in terms of accounting; they audit three county governments, one city, and several other special districts. Mr. Ernster asked how SFD compares to other public agencies in terms of having our act together in accounting; Mr. Parke responded he sees it all, and to put it in perspective, three years ago, he finished an audit that took two and a half years to complete of an organization with an underlying issue of many problems; in comparison, SFD s audit took two and a half months. Mr. Parke then covered the letter advisory comments, with a recommendation of a way of typing up internal controls over fixed assets; management quickly responded and put in new policies to improve internal controls over inventory of fixed assets. Mrs. Cooperman gave kudos to Mrs. Schmidt in Finance, who credited her staff member, Pam Wester, for doing a great job on the audit work for SFD. Mr. Montgomery moved to accept the Fiscal Year SFD 2015 audit, as presented by Walker & Armstrong; Mrs. Schoen seconded, and the motion was unanimously approved. F. Public Forum: 1. Public Comments. 2. Executive Staff Response to Public Comments. No one requested to speak. G. Business: 1. Discussion/Possible Action: Review and Approval of: a. December 2015 Financial Report. Mrs. Cooperman moved to approve the December 2015 Financial Report, Mr. Ernster seconded, and the motion unanimously passed. 2. Presentation: Fiscal Year 2016/2017 SFD Budget Introduction. Chief Kazian said staff is beginning its work on the budget; February 10 th is the date the counties must have the assessed values to the district, and internally, staff must have the section budgets to Finance by February 15 th ; at the February 17 th Board meeting, Chief Kazian will present the capital plan and capital budget. The week of February 22 nd through March 3 rd, staff will meet with the budget section heads to justify their numbers. Finance will then plug those numbers into the actual budget, and compile the budget books for the March 23 rd Board meeting, which will include an overview of the wages and benefits. Healthcare and Workers Comp costs generally come in the March/April time frame. At the April Board meeting, staff will give a full presentation of the budget, with the goal to have a Budget Workshop with final presentation of the budget and approval to publish in May; then, in June, the Board will vote to adopt the budget at a public hearing, although the district has until August 1 st to get the approved budget to the counties. He reminded the Board that staff must submit a two year budget, updating numbers projected during the process last year. Mr. Soto asked if there is a budget calendar available; Chief Kazian said staff can provide that. Mr. Montgomery asked about budget workshops; Chief Kazian replied they would be in April and May before the regular meeting times. Page 3

4 3. Monthly Staff Report Fire Chief Kris Kazian. a. Incident Counts by Station. b. Call Summary and Response Times Year to Date. c. Rescue Incidents. d. Community Risk Management Update. e. SFD Training Report. f. Donations to SFD. g. Update of Grant Activity. i. AFG Regional Radio/Telecom Grant; Thermal Imaging Cameras Grant. h. Update of Recent/Upcoming SFD Activities, Incidents, and Events. i AFDA Conference in Laughlin, Nevada. ii SFD Annual Employee Awards Presentation on February 6, iii. District Participation in Sedona St. Patrick s Day Parade on March 12, iv. SFD Website Re-development Update. v. Cottonwood Public Safety Communications Center Update. vi. SFD 9/11 Memorial Committee Update. i. Correspondence/Thank You Letters to SFD. Chief Kazian presented the Fire Chief report, as follows: 4,438 total calls for 2015 about 300 more than last year; interfacility transports rose from 839 in 2014 to 954 in 2015; call volume in the last three or four years is definitely on an upward trend. Under significant incidents, the snow fall on December 14 th created about 18 incidents in a short period of time including a structure fire, car accidents, and closing Oak Creek Canyon to traffic. Under Grants, the Arizona Community Foundation grant-funded video is in the final stage; we expended the funds from the AFG grant and can remove it from the report next month. The Wildland Academy tuition grant will be used for our firefighters to attend wildland fire classes in May. Captain Pat Ojeda submitted a regional grant in the amount of $575,000 for telecommunication equipment for firefighter safety; and with Battalion Chief Dave Cochrane, Captain Ojeda wrote for a $30,000 grant for thermal imaging cameras. Our credit card company issued an in-kind donation; donations to the 9/11 Memorial continue. Chief Kazian said he is impressed with CRM s work, as they have been short staffed for weeks; he thanked Fire Marshal Johnson for his hard work and responsiveness; staff will be interviewing candidates next week for the Fire Inspector position. Construction projects are listed. Under Training: BC Ed Mezulis conducted the RSI refresher; we recently had extrication training; our GIS Specialist Tammy Schuerman took a wildland mapping class; Firefighter Brent Johnson helped to set up a recertification program for helicopter rescue; our CPR staff participated in a video montage in Phoenix on the National Heart Association 2015 guidelines for high performance CPR; CISM team members attended a Critical Incident Stress Management conference in San Diego; Firefighter Jon King received his Bachelor s degree and Firefighter Kirk Riddell attained an Associates in Fire Science. Carla Dufort is now working in CRM and recently took a fire inspector class to understand the lingo, reports, and processes; Fire Marshal Johnson thanked Ms. Dufort for her hard work. Firefighter Gary Davis also took the Inspector class. Battalion Chiefs Buzz Lechowski and Dave Cochrane attended the Blue Card conference in Phoenix. Chief Kazian reported the AFDA conference in Laughlin last week was worthwhile, and new Board Member Tim Ernster took the mandatory classes for Board Members. Chief Kazian also attended the Fire Chief s forum prior to the Conference. He reported the State Fire Marshal position is now under the State Forester division. There was an excellent presentation on PSPRS reform to help address some funding problems; important legislation on pension reform may be presented for vote in May. SFD annual Employee awards for 2015 will be presented on February 6 th. The Sedona St. Patrick s Day Parade will be held on Saturday, March 12 th in Uptown; he asked if any Board Members would like to participate; Mrs. Cooperman and Mrs. Schoen indicated they would be available. SFD website re-development is under way and prioritized for January. Page 4

5 Chief Kazian asked Ms. Greer to list the SFD 9/11 Memorial Committee update under the Board next month, as it is a Board appointed committee. Mr. Soto is on the committee and stated it has raised about $14,800 to date; the construction plans are being created by LEA Architects, and once done, we will open an RFP for bids; the committee is meeting again next week. He asked the Board to read the Thank You letters included with the report. H. Items from Staff: 1. Discussion/Possible Action: Department of Health Services Rate Increase. Chief Kazian said this request is to increase our ambulance billing rate, which was last increased in July 2012; Department of Health Services (DHS) monitors and regulates rates, and if the requested rate is not over their number, it is granted. SFD is requesting $1,450 from the current $1, Finance Manager Sandi Schmidt estimates this will result in $50,000 increased revenue. The Board was given a rate sheet indicating widely varying rates across Arizona. Mrs. Schmidt is completing the required application and once submitted to DHS, approval typically takes three to four weeks. Chief Kazian said Medicare lowered its payment amount, and this increase may help offset that, depending on the amount of Medicare billing versus commercial insurance. Mrs. Schmidt explained it is hard to estimate the cost of our personnel providing this service, as our firefighters are dual trained in EMS and fire, compared to private ambulance service. She said if individuals go to the DHS website and view the reports, they would see all fire districts show a loss. Chief Kazian said he wishes there was a form that made more sense, but the system does not work that way. He said SFD ambulances are busy and we are recouping as much cost as we can. He said there is a cost of living adjustment opportunity as well. He pointed out if district residents do not have insurance, they are not billed; SFD will accept whatever commercial insurance pays for residents. Mrs. Cooperman then moved to approve SFD submitting an application for a general rate increase for ambulance services to $1,450 for ALS and BLS calls with no request for changes to mileage and standby waiting amounts; Mrs. Schoen seconded, and the motion was unanimously approved. 2. Presentation: EMS Report and Update of Community Integrated Paramedicine (CIP). Division Chief Ed Mezulis presented the 2016 Goals and Objectives, as follows: Strategy: Provide safe, friendly, dedicated Emergency Medical and Community Healthcare services to our Citizens and Visitors. Goal 1: The Sedona Fire District will improve our response to and care of Cardiac Arrest patients. Objective A: Utilizing new technologies and PIT crew cardo pulmonary resuscitation training in January, we will evaluate crew response to cardiac arrest with the intent of increasing compression fraction to 60%. Objective B: We will develop a more robust QA/QI process founded on existing practices February of 2016 that will include a cardiac arrest response 100% QA/QI with crew based AAR. Objective C: Coordinate with the CPSCC Supervisor in the spring of 2016 to integrate 2015 AHA guidelines to improve Dispatch Aided bystander CPR administration. Objective D: Utilizing established programs, SFD will increase Citizen CPR education with new programs. 1. Utilizing our PAD program as a foundation, deploy a citizen CPR marketing campaign RED hearts ROCK in concert with CRM in May of Included in this program, we will develop a strategic hands-only CPR model with fluid training response models utilizing on duty crews. Chief Mezulis stated he requested and the Board approved funding last year for EMS equipment, and wanted to explain usage of that equipment and how it benefits district customers, and how we continue to look towards money savings. Under Goal 1, utilizing Zoll cardiac defibrillators in conjunction with new CPR guidelines, the goal for compression fraction (when providing CPR) is 60% and SFD s current rate is 45%; we are determining strategies for improvement. Chief Mezulis said we will re-tool our QA/QI process based on nationally recognized strategies for cardiac arrest, which will be assisted by data we can pull from the new monitors. Next month, he will work with Cottonwood Communications on new emergency medical dispatch models. Page 5

6 Goal 2: The Sedona Fire District will continue to evaluate our Community Healthcare Risk Management/Community Integrated Paramedic (Pilot) to expand and adapt the program in response to changes in healthcare, AZDHS regulations, and Regional resources. Objective A: Implement a synchronous patient care reporting system capable of tracking outcomes of an integrated community healthcare program with NAH and other healthcare partners. Objective B: Measure and assess program improvements and integrative strategies to yield a mechanism of cost recovery. 1. Work with AZDHS/AHCCCS to develop a treat and refer reimbursement model with a planned roll out in October Monitor the progress of various Arizona pre-hospital providers regarding reimbursement throughout the year. i.e.: Mesa F/M Department mid-provider usage, Chandler F/M Department VA partnerships. Objective C: Continue to manage current patient load while seeking other opportunities to expand service to the community. 1. Expand NAH referrals to include High Risk ED discharges and diagnosis in April of Implement and analyze a crew referral model to evaluate the benefit to frequent system users. 3. Coordinate with local rehabilitation facilities to ensure our Citizens are integrating safely back into the home in February of Under Goal 2, Chief Mezulis said we will continue evaluating the pilot CIP program, and now accept discharged hospital patients with a variety of health concerns, and averaging 5 to 10 patients per month; we are extending our role by working with the skilled nursing facility in the Village of Oak Creek. Flagstaff had pilot programs working with Guardian Medical and Flagstaff Fire, and so, we melded our ideas to take a more regional approach and expand healthcare for our community. He asked crews to advise him when they see the same patient several times a week; he contacts those patients to wrap them into the program to reduce or eliminate their usage and still get them needed help. Northern Arizona Healthcare has had changes impacting SFD during the past year last week, the Emergency Room Director resigned and any progress made with the CIP will have to be revisited. He said we are not allocating extra staffing or funding for the program. He is on a Statewide legislation committee to change the model of EMS response with the working title of Treat and Refer, which means our medics will be able to refer patients to a paramedic care provider or urgent care and help arrange non-emergency transport; a State-mandate is to have mechanisms in place to follow-up with these patients. DHS is committed to working to develop parameters for medics. The recommendations for the program will be out in October and SFD (and other agencies) will be able to apply as an agency for an AHCCCS ID and then be able to bill those patients. Goal 3: Identify operation models and equipment that can be modified and improved to reduce our Workers Compensation Injuries and lost work hours related to Patient care and movement. Objective A: Fully integrate Stryker powered gurney into our fleet by April 2016 and evaluate the benefit of the Power loading system January Objective B: Continue to monitor EMS equipment and usage to identify safe and efficient work practices as well as needed changes to EMS equipment bags, boxes, and storage. Objective C: Coordinate with the training division and a physical therapist, a comprehensive training directed towards proper lifting and movement techniques to be delivered to crews by September Objective D: Assign EMS committee to coordinate a mechanism to develop strategies for improved training and equipment usage with training division, safety committee, and Human Resources Manager throughout the year. Goal 3 boils down to the gurneys and gurney load systems we recently purchased, which will be delivered in March or April; introducing new lighter EMS bags; and new Zoll monitors being carried in backpacks to be used for cardiac incidents on trails. He is researching ergonomic physical therapists to give our EMS personnel help with patient lifting and moving to reduce injuries. Goal 4: Improve EPCR process flow and security as it relates to Patient Care documentation, HIPPA compliance, and Ambulance Billing. Page 6

7 Objective A: Determine if our current EPCR system is meeting our needs and adaptable to future integration. 1. Evaluate emerging technologies and current ease of integration of our software with dispatch, billing, and other healthcare provider s software. To be presented prior to evaluation of 2017/18 budget needs. 2. Revisit current process flow for EPCR generation to identify any modifications to current practice. Identify and implement a more comprehensive QA/QI process internally. 3. Revisit process flow of report modifications and corrections and billing submission in an effort to improve efficiencies. Objective B: Develop a more secure process to ensure continued HIPPA compliance and protection of SFD patient information. Review associated costs involved with changes to the system. In Goal 4, he is working on a system to improve flow of electronic patient care reporting from completion to billing. SFD has one of the older EPCR products, which works well for us now, but technologies advance and staff is researching upcoming products with the potential need to upgrade. Goal 5: Improve EMS consumable inventory control and evaluate cost reduction strategies. Objective A: Construct a more secure storage facility in the St.4 annex for EMS consumables and Bio-Medical equipment to be completed January Objective B: Re-bid EMS consumables list with vendors to establish best current pricing. Evaluate additional savings utilizing bulk purchasing practices through GYPC or similar agreements with VV agencies for implementation in the 2016/17 budget year. Objective C: Retool current ambulance inventory to reduce waste while maintaining AZDHS requirements and SFD special equipment needs. Under Goal 5, Chief Mezulis said SFD had duplication of equipment, so staff reduced inventory carried on apparatus and inventory kept in stations, and considering bulk rate purchases with the hospital, as we restock there. The EMS committee is evaluating DHS-required equipment plus needs for our unique environment on rescues; we hope to realize savings with the work being done by this in-house committee. I. Item from Board Member Tim Ernster: 1. Update of Shared Services Committee. Board Member Ernster said he attended his first Shared Services Committee meeting on January 7 th, and although new to him, a lot is already being done in the Verde Valley for agencies to share services. He received a list of agencies with active agreements, whether informal or formal. The committee reviewed an action plan, guidelines, and strategic plan for shared services. The committee decided Verde Valley Fire Chiefs should work together for more opportunities and for the committee to only meet once a quarter. Chief Kazian commented the Chiefs are meeting on February 3 rd, and shared services are the future wave for governmental entities. J. Item from Board Chairman Ty Montgomery: 1. Discussion/Possible Action: Letter to Arizona Department of Transportation-Midgley Bridge. Mr. Montgomery included a draft letter to ADOT in the Board s packets and asked for comments. Mrs. Cooperman suggested adding a qualifier such as difficult, challenging, or negative before the words about profound effect these suicides have had on the community and first responders. Consensus of the Board was to make that change and have Mr. Montgomery sign the letter tonight. Chief Kazian received an today from Susan Irvine from the City of Sedona, stating the City Manager is also considering sending a letter to ADOT. 2. Discussion/Possible Action: Appointment of Board Member Dave Soto to serve as Additional Representative to the Shared Services Committee. Mr. Montgomery said the committee requested two appointed Board Members from each participating agency. Mr. Soto has already been attending the public meetings as a citizen and volunteered. Mr. Montgomery then moved to formally appoint Dave Soto to join Mr. Ernster as SFD representatives to the Verde Valley Shared Services Committee; Mrs. Cooperman seconded, and the motion was unanimously approved. Page 7

8 3. Monthly Update: Fees for Legal Services Provided to SFD. December s legal bill was $2,378. IV. FIRE MARSHAL S SAFETY MESSAGE Fire Marshal Johnson noted the popularity of hover boards Lithium battery-powered scooters, which have become a fire danger; although SFD has had no fires resulting from these, Fire Marshal Johnson asked anyone who owns a hover board to reduce the potential of fire by not placing them in car trunks, or in luggage as airlines will not allow them aboard planes; also, while charging, keep a close eye on hover boards. V. ADJOURNMENT The meeting adjourned at 7:30 PM. Original signed by Corrie Cooperman Corrie Cooperman, Clerk of the Board :tg Page 8