White River Township Fire Protection District

Board Meeting Minutes

January 8, 2004

 

District Board Members Present:  Paul Kite, Butch Sutton, Chuck Shufflebarger and Jim Dodson.

 

District Employees Present: Mike Tibbetts, Scott Cassin, Eric Brown, Carey Slauter, Don Young, Joe Settles, Casey Arkins and Kim Clawson

 

Corporation Members Present: Tony Slusher, Mike Hoffman, Mike Combs, Brad Jewell, and Jake Kocher

 

Others Present: Brian Bosma and Rod Hayes.

 

 

Meeting called to order at 1908.

 

  1. December minutes were reviewed.  Change item 6 to read that the closing documents are for the 2003 fire loan, not the property loan.  Change item 8 to read “to receive two appraisals”.  Motion by Butch and 2nd by Chuck to approve with changes noted.  All in favor and motion carries.

 

  1. Chief Cassin distributed balance sheet and discussed it.  Attachment A. 

 

  1. Chief Cassin distributed budget report for 2003 and discussed it.  Attachment B.

 

  1. Chief Cassin distributed budget review / projection and discussed it.  Attachment C.  Butch expressed concerns about the District not approving a fourth station.  Chief Cassin reminded him that it has been in the budget, which the district approved.  Butch and Chuck will re-establish the financial oversight committee and begin meeting with the Chiefs to discuss the future of the department.

 

  1. Tactical update.

·        Committee has met and no significant design problems were found.

·        If we pay 100% of the vehicle, the department would save $17,378.  If we pay 50% of the vehicle, we would save $5,792.  Should we opt to keep this in the bank, the interest earned would be significantly less.

·        Brian urged that we need a performance bond.

·        The late payment penalty does not begin from the day the contract is signed, but when Saulsbury receives the chassis.

·        Chassis usually takes approximately 6 months after plan review, and the truck takes another 210 days after the chassis is received.

·        After discussion, the contract will be amended to show 390 days from the date the contract is signed.

·        Motion by Butch and 2nd by Chuck to accept the bid Donley has presented, with the change discussed.  There will be no pre-payment and Paul has the authority to sign the contract.  All in favor and motion carries.

 

  1. Chief Tibbetts provided board members with a list of expenses that are to come out of the 2003 fire loan.

 

  1. Public hearing opened for the additional appropriation of $1,013,485.  No public comments were heard and the public hearing was closed.  Motion by Chuck and 2nd by Butch to approve the additional appropriation as presented.  All in favor and motion carries.  Attachment D

 

  1. Chief Cassin stated that previously discussed audit reviews have since been resolved.

 

  1. Jeff Stainfield has stated that the outstanding amount owed to us from the tornado damages will be cut in 7-10 days.  Chief Cassin is to email the board members when he receives it.

 

  1. Discussion on vacation policy change tabled until the next meeting.  Chief Cassin was directed to draft the policy change with an explanation and forward it to the board members.

 

  1. Discussion on the extrication tool purchase.

·        This was part of the 2003 fire loan.

·        Total bid is $74,906.90.  $21,798 of that can be purchased through the Inter Local Agreement with the City of Indianapolis. 

·        If it is an emergency situation, Brian stated we could purchase outside of the state’s purchasing statute.

·        Chief Tibbetts stated that it was in fact an emergency situation.  The current tool recently experienced another failure and is irreparable and unusable.

·        The department has received only informal quote for the tool that we want to purchase. 

·        Motion by Jim and 2nd by Chuck to purchase from the quote received, not to exceed $75,000.  All in favor and motion carries.

 

  1. Two appraisals have been received on the land we are looking to purchase at State Road 135 and Olive Branch Road.  The average of the two appraisals as $235,000.  The developer has agreed to sell it to us for this cost, if we agree to pay the re-platting costs and give him a donation letter for the remaining $15,000.  Brian stated that we cannot give the donation letter and the board agreed.  Motion by Jim and 2nd by Butch to approve Paul to sign the contract for land purchase for $235,000 and $15,000 for expenses (re-platting, etc.).  All in favor an motion carries.

 

  1. Motion by Butch and 2nd by Chuck to approve the purchase of a thermal imaging camera, not to exceed $9,000.  All in favor and motion carries.  This money will come from the 2002 cumulative fund where it was previously appropriated to be spent for this purchase.

 

  1. Discussion on the supplemental agreement was tabled, pending further talks to restructure the volunteer corporation.  At this time, we are continuing with last year’s contract amount and paying in monthly installments.

 

  1. Brian suggested that no press release be developed at this time regarding the approval of the maximum tax levy appeal.  Perhaps one can be developed at a later date.

 

  1.  Kim discussed the meeting dates for 2004.  Brian stated that the first Mondays of the month are now bad for his firm as they have another engagement.  The February 2nd meeting remains the same and the rest of the 2004 meeting dates will be discussed and finalized then.

 

  1. No further new business and meeting adjourned.