White River Township Fire Protection District
Board Meeting Minutes
August 9, 2001  ~  7:00 p.m.

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District Board Members Present: Paul Kite, Bill Patterson, Butch Sutton and Chuck Shufflebarger.

District Board Members Absent: Jon Raker.

District Employees Present: Mike Tibbetts, Eric Brown, Joel Thacker and Kim Clawson.

Corporation Board Members Present:  none.

Corporation Employees Present:  James Engmark, Carey Slauter, Mike Combs, Don Young, and Tim Smith.

Others Present: Brian Bosma and Eric Reedy. 

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1.        Meeting called to order at 7:14 p.m. by Butch Sutton, who stated that Chairman Paul Kite would be running a few minutes late.   Minutes from the July 10 meeting were read.  No discussion, questions or comments.  Motion by Chuck and 2nd by Bill to approve the minutes as written.  No further discussion and motion carries.  Minutes from the July 25 meeting were read.  No discussion, questions or comments.  Motion by Chuck and 2nd by Bill to approve the minutes as written.  No further discussion and motion carries. 

2.        Eric Reedy gave financial update. 

Cumulative Fund                  480,259
Debt Fund                           250,335
General Fud                          85,676
2000 Capital Fund              161,461
1997 Capital Fund                25,443
1998 Capital Fund                21,634
                TOTAL           1,024,923

 <Paul Kite arrives.>

3.        Station 51 sewer project is finally completed!

4.        Station 53 update.

  1. None of the punch list items have been addressed yet.
  2. Another contractor has donated excavation work performed in front of the station.
  3. Both parties have signed Earth Tek contract and work should begin soon on the sewer/drip system.
  4. Brian Bosma received a call from Walker Construction’s lawyer stating that they are owed over $14,000.  Also, Campbell’s Excavating has still not been paid.  Brian will be contacting Steve Alexander regarding this.
  5. Brian stated that he has talked w/Don Corteau regarding concerns we have with station 53.  He said that while he sees why we’re upset, he doesn’t feel that there is anything we can claim at this time.  Prince Alexander was contracted to design and build a $1.7 Million fire station but had to cut to $1.4 Million.  Paul Kite stated that he still feels this falls back to the first construction foreman that Prince Alexander assigned to this project.

5.        The recent hiring process has been completed.  Only two people applied for the Battalion Chief position, with candidate Carey Slauter finishing highest.  Though there were nine applicants for the Lieutenant list, only seven completed the entire process and will go onto the list that begins February 1, 2002.  Brian stated that he has seen the application packet, which was the same as used for the 10/99 process, and has no problems or issues with it.  Motion by Butch and 2nd by Chuck to make a conditional offer of employment to candidate Carey Slauter for the position of Battalion Chief.  All in favor and motion carries.  Chief Tibbetts will make the offer tomorrow. 

6.        Chief Tibbetts gave an update on the status of the wrecked fire engine.  Preliminary repair costs at this time are $103,334.  They have not yet checked the drive train, transfer case, pump or motor.  Just checking these items will cost $1600.   We must reach $210,000 to completely total the truck out.  Regardless of the outcome, everyone agreed that we do NOT want this truck back.  Chief Tibbetts would  like to pursue having the truck checked to better determine the final damage cost.   If it is possible, Chief Tibbetts would like to combine the money from the insurance company with the money we are receiving from the Build Indiana Fund and purchase a 2nd fire engine.  Motion by Butch and 2nd by Bill to allow Chief Tibbetts to authorize up to $1600 out of the cumulative fund if necessary in order to continue the inspection of the wrecked fire engine.  All in favor and motion carries.  Eric Reedy stated that before any permanent decisions are made regarding the purchase of a new engine, he must evaluate our current financial situation with regards to cash on hand and the timing of the payout for the engine we will be receiving in another week or so. 

7.        Presentation of the Fire Loan Resolution to allow for the purchase of an engine and two staff vehicles.  Motion by Bill and 2nd by Butch to amend tonight’s meeting agenda, under new business, to include a public hearing on the resolution to incur indebtedness.  All in favor and motion carries.  Agenda will be amended accordingly. 

8.        Public hearing on the Fire Loan Resolution to incur indebtedness concurrent to advertising placed.  Total resolution not to exceed $400,000 for the purchase of one new fire engine and two new staff vehicles.  No discussion received.  Public hearing closed.  Motion by Butch and 2nd by Chuck to accept and approve the resolution as presented.  All in favor and motion carries.  Resolution signed. 

9.        Eric Reedy stated that he would like a meeting with Paul Kite and Chief Tibbetts to resolve the cumulative fund issues.  He will submit a report at the September 5th meeting. 

10.     Final presentation of the Letter of Understanding to Chief Mike Tibbetts.  All parties have reviewed this letter and have no issues with it.  Motion by Chuck and 2nd by Butch to accept the letter between Mike Tibbetts and the District Board.  All in favor an motion carries.  Letter signed. 

11.     2002 Budget presented.  No discussion received.  Motion by Bill and 2nd by Chuck to accept the budget as presented.  All in favor and motion carries. 

12.     Brief review of Brian’s suggestions for reorganizing the Volunteer Corporation.  Butch recommends that Scott Alexander, who is the current president of that board, petition this board to request the reorganization action.  All agreed and Chief Tibbetts will convey this to Scott.  We are anticipating a January 1 start date for implementing any new changes agreed upon. 

13.     Brian stated that the letter that the Board instructed him to draft to Mike Dutton regarding payroll tax issues has been finalized.  After a final review by members present, it will be sent. 

14.     Chief Thacker stated that he would like the Board to begin thinking about making conditional offers of employment soon for the four Lieutenant positions we are going to fill after January 1.  It is important to get an early start on it now so we are not rushing through the PERF process.  The Board stated that we cannot deviate from the current list at this time and instructed Chief Thacker to send letters to those candidates still on the list.  The letter would state that the candidate is still on an active list and if they are still interested in employment with our agency to let Chief Thacker know. 

15.     Chief Brown stated that he just received notification from ISO that we have raised our rating from a 7 to a 4.  This is an incredibly significant achievement for our District and our community. 

16.     No further business.  Meeting adjourned