White River Township Fire Protection District
	Board Meeting Minutes
	Wednesday, December 4, 2002  ~  7:00 p.m.
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District Board Members Present:  Jon Raker,  Chuck Shufflebarger, Paul Kite, and Butch Sutton.

District Employees Present:  Mike Tibbetts, Carey Slauter, Scott Cassin, Joe Settles, Bruce Alexander, Jim Engmark and Don Young

Corporation Members Present:  Tony Slusher, Mike Combs, Scott Alexander, Mike Hoffman, Jayson Combs, Jason Tibbetts, Jory Cox, Brian McRoberts, Tim Smith, Jim Meacham, and Brent Shepherd.

Others Present:  Brian Bosma, Eric Reedy, guests from Public Safety Medical Services.

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1. Meeting called to order by Paul at 1900 hours. 

2. Minutes from November 2002 meeting reviewed.   Motion made by Butch and 2^nd by Jon to accept minutes as written.  All in favor and motion carries.

3. No financial report available from Curtis Coonrod & Associates, CPA.  Paul will have Coonrod’s office send one to Kim.

4. Eric Reedy excused himself from the meeting.  Paul then reported that we are not receiving the service we need from Curtis L. Coonrod CPA firm.  There is still a “no compete” clause in Eric Reedy’s contract.  Brian Bosma’s office has been in contact with Mr. Coonrod’s office.  Brian suggested we wait until after first of year to see if the relationship has improved.  We may have other options at that time.

5. Eric Reedy returned to meeting.

6. Station 53 construction issue updates:
1. Earthtek

-  Paul Kite received letter from Earthtek which he forwarded to Brian.  Attachment A.

                        -  After discussion, it was agreed that we agree to the terms of the letter and also explain our concern with                             why these issues were not caught in the planning stages of the project.

-  Motion by Butch and 2^nd by Chuck for the District to pay cost of textile chips and Earthtek provides labor and equipment.  We also need to notify the appropriate parties of our concerns.  All in favor and motion carries.

2. Future Construction

-  Outstanding invoice received for $8847 for foundation work.

-  Brian has written to Steve Alexander, ,who states that the invoice items are not in addition to the contract.  However, the change order for Future Construction shows differently.  Motion by Jon and 2^nd by Chuck to authorize Board Chairman to authorize final payment, up to $8,847.

7. Station 52 tornado issue updates:
1. Only two bids were received and they were opened yesterday.

- Of those, one was for remodel and the addition and the other was for repair, remodel and the addition.

-  JL Fox
                    Repair:  $197,425.76
                   Addition & Remodel:  $146,040.22
            -  Steelcore
                   Addition & Remodel:  $ 99,392

-  Brian is not comfortable with us proceeding with addition and remodel without going  out to bid.  Brian did state that it would be acceptable to request the bidders split the addition from the remodel.  He also stated that there is no waiting period to reject & rebid.

-  We can spend up to $150,000 without being required to follow the prevailing wage.

-  Motion by Jon and 2^nd by Butch to reject the addition and remodel bids.  All in favor and motion carries.

-  Motion by Butch and 2^nd by Jon to accept JL Fox bid for repairs not to exceed $197,425.76.  All in favor and motion carries.

-  Eric Brown will notify quoters.

8. Carey Slauter stated that our annual physicals are currently performed at MedCheck.  The full time physicals in 2003 will cost approximately $2500.  Public Safety Medical presented information regarding the services they can perform for us.  They are well known and have worked with many national agencies.  This is the same group we are currently using for our PERF physicals so the consistency would increase greatly.  Their cost is approximately $5700.  Carey agreed to provide the District Board members with a benefits list, including cost, at the January meeting.

9. Corporation changes update:

-     Brian reminded them that they must ensure that at least 50% of their members do not make over  $10,000
       annually or they will lose their status as a volunteer fire corporation.

-     Tony requested that Brian attend an informational meeting later this month with all corporation  members to help  
      explain this transition and answer questions.

-    Some changes will include the Master Agreement, Articles of Incorporation, Constitution and By Laws.

-     Brian did state that this change will not affect how money from the Booster Club is spent.   Brian directed Tony to send copies of proposed Articles of Incorporation, Constitution and By Laws to all members prior to that meeting.

-     Brian also requested copies of the current Articles of Incorporation, Constitution and By Laws. 

10. 2003 staffing issues update:

-      Brian distributed copies of a letter he sent to the State Tax Commissioner requesting an audience to discuss our
       tax appeal further.  Attachment B. 

-     There are three Lieutenants in the “conservative” budget for 2003.

-    Chief Tibbetts stated that when Andy Martindale resigned earlier this year, we had to move the PR Lieutenant, which was originally a Monday-Friday position, back into the companies on a regular shift (24 on – 48 off).  We really need that office Lieutenant back.

-    Questions arose regarding the promotion of someone versus appointing someone and how the merit rank was affected.

-    Brian states that the statute allows you to appoint to someone to any position, however you cannot remove them below their permanent rank. 

-    Brian also stated that something needs to be in their file stating what their permanent rank is.

-    Butch and Jon both felt that the Deputy Chief position is important enough to fill.  However, everyone wants to be cautious in not creating too many permanent Battalion Chief ranks.

-    Chief Tibbetts stated that the creation of a Battalion Chiefs process was approved at the November meeting.

-     Motion by Chuck and 2^nd by Butch to fill the Deputy Chief position not prior to 1/1/03.  Discussion on “backfilling” the ensuing vacant Battalion Chief position will be discussed at the January meeting.

11. $375,000 loan was closed on December 10^th with 5/3 Bank.  Our interest rate is less than 3%.

12. Curtis L. Coonrod’s office advised us that we need to have a special appropriation of insurance funds received from the tornado damage.  After review, Brian states that we do not need to do this (IC 6-1.1-18-7).  Motion by Jon and 2^nd by Butch to appropriate and spend the insurance funds received after the tornadoes for repairing the damage caused by same.  All in favor and motion carries.

13. Discussion of Rainy Day Fund transfer resolution of $50,000 from the General Fund.  Brian will present a guideline for expenditures of the Rainy Day Fund at the January meeting.  Motion by Chuck and 2^nd by Butch to accept resolution as presented.  All in favor and motion carries.  Attachment C.

14. Salary resolution for 2003 presented.  Administrative Chief should be changed to show Deputy Chief.  The district employees received a 3% raise instead of a 4% raise due to lost income tax revenue and the recession.  Other than the change discussed above, motion by Butch and 2^nd by Chuck to accept resolution as presented.  All in favor and motion carries.  Attachment D.

15. Per state statute, District Board members are allowed $20 per day for each day spent during the year on District business.  Kim will be e-mailing all board members a request for their number of days spent on District business.

16. No further business and meeting adjourned.  2003 meeting dates will be set at the January meeting.

NEXT DISTRICT MEETING WILL BE ON
January 6^th at 7:00 p.m.
AT WHITE RIVER FIRE HEADQUARTERS
850 SOUTH MULLINIX ROAD, GREENWOOD.