White River Township Fire Protection District

 

Pre-Meeting Report for January 8, 2004

 

Compiled January 5, 2004

 

 

 

  1. The go ahead for the new tactical truck was given at last month’s meeting at a cost of $386,183 (2002 Fire Loan proceeds).  The company (Saulsbury) has given us a price break if we pre-pay all or a portion of the total bill up front (after a performance bond is issued).  They say we would earn 4% on the dollar if we paid the full amount.  We are currently getting about 1% with it sitting in the bank.  The other decision that still needs to be made regards the penalty clause and when it becomes effective (either upon chassis delivery or upon signing of the purchase agreement).  I believe Brian Bosma was still doing some research on this to determine what is customary.  The dealer says it is upon chassis delivery since they have no control as to when that actually happens.  Rod Hayes, a Saulsbury representative, will be on hand at the meeting to handle any questions the board may have.

 

  1. Wow!  That’s the first word that comes to mind when I look back at the last few months and what we accomplished!  First the 2003 Fire Loan and then the Tax Appeal, what a feat.  Speaking of the fire loan, as you recall, the total amount was for $1,013,485 and included several small to medium projects under the one umbrella of the fire loan.  The loan was broken down into three main categories which included Building Improvements, Land Acquisitions, and Capital Equipment.  Many of the projects, such as those in the Building Improvements category, are not time-sensitive and can wait until later (i.e. better weather, etc).  Some though, are a little more pressing such as land procurement and the purchase of the Hurst Rescue Tool (Jaws of Life) system.  These are listed below in detail.

 

·        As far as land procurement, we are only working on the one site right now (there are two budgeted) because of the availability issue and manpower/time.  The site is one lot east of the corner of Herron Ridge Boulevard and Olive Branch Road (roughly 135 and Olive Branch).  We have been working with Gregg Allen & Associates (the land owner), two independent appraisers, and an architect to get the deal set up.  Greg Allen agreed to sell the property (a little over 1 acre or slightly larger than Station 52’s lot) for $265,000.  The first appraisal came in at $240,000 and the second at $230,000.  Eric Brown is working with Greg on getting the lot price down to $235,000 (average of the two appraisals).  The architect has submitted a preliminary report indicating no building problems with the site.  Chief Tibbetts is meeting with him on 7th and should have an update at the meeting.  We will also need to get a survey completed and update the environmental impact report, but these can be done later.  Other than that, everything should be ready to go for a purchase agreement.

·        The second pressing issue is the replacement of our current Phoenix Rescue Tool (Jaws of Life) system.  We had our second tool crack a piston a couple of days rendering it out of service.  We currently have no powered back-up tool.  Joe Settles has received a quote through the Indianapolis inter-local agreement for a complete replacement system (upgraded to Hurst – the industry leader is such equipment) totaling $74,520.90.  We are seeking the go ahead on this project due to its urgent nature.

·        The other three major capital projects involved buying out the copier lease at $15,500, purchasing 7 automatic defibrillators (which will put one on every piece of rolling stock the department owns) at $12,950, and finally the 4-year computer change-out totaling $76,145.  We would like to get these projects rolling as well, but need some direction (process, etc).  Most of the building projects can wait until the weather warms (i.e. parking lot seal coating, room addition at Station 52, Plymovent, etc).

 

  1. Almost immediately after the tornado struck the township back in September of 2002, we began incurring expenses that required immediate payment.  Jeff Stainfield’s office said to go ahead and pay those urgent bills and they would reimburse us.  Most of those bills were never reimbursed.  Secondly, we started putting the department’s business relationship in jeopardy with several of our vendors when their tornado-related bills were not getting paid by Stainfield’s office.  So to avoid multiple late charges as well as an injured relationship, the department went ahead and satisfied those obligations, again at the suggestion of Jeff Stainfiled.  After several phone calls and personal meetings with Jeff and no reimbursement, the department began sending an “invoice” for the reimbursement items starting on 8/5/03.  After a month of no word, a second invoice was sent followed by a third on 9/5/03 and 10/5/03, respectively.  That brings us to today, with still no payment.  Chief Tibbetts has contacted Jeff several times in the past month with promises that “a check is on its way,” but one never arrives.  The actual total costs incurred by the department throughout the ordeal amount to $41,350.63.  However, we did receive two checks from the insurance company totaling $23,529.02 back in November of 2002, which leaves an un-reimbursed balance of $17,821.61.  We are requesting information on what steps to take to acquire full restitution.

 

  1. Way back when the district was hiring its first full-time employees, the benefits committee established a benefits package that was detailed out in the department’s policy manual.  In the process of transferring accrued benefits from 2003 to 2004, it was noticed that there is a difference between office staff and shift staff with regards to vacation carryover.  Currently, shift personnel (24/48 staff) are allowed to carry over 48 hours of vacation time to the following year (which equates to a one-week period of time), whereas office staff (M-F) can carry over 24 hours of time (about ¾ of a week).  Since there is no direct cost of making the change (because the hours are already earned), we would like to request to change the office staff carryover to 40 hours (to be a week’s worth of time similar to the shift staff).  The full policy can be read by clicking HERE.

 

  1. As you may recall, last summer the board approved an additional appropriation for “capital equipment” in the cumulative fund budget to cover some long-sought-after items that weren’t critical to operations, but surely would improve them.  Examples include radio batteries, chainsaws, digital cameras for scene investigations, etc.  Most of these smaller items have already been purchased.  One of the items though is over $5,000 and requires board approval.  The item is a second (and certainly more modern) thermal imaging camera.  We only have one now and have been hampered frequently by its unavailability (on another run or the truck has not yet arrived).  Our goal is to eventually have 3 or 4 (one on each first-out engine) which will be especially useful in multi-family dwelling searches.  The cost of MSA Evolution 5000 is $9,600.  You can read all about it on the Internet by clicking HERE and clicking on “TIC”.

 

  1. Finally, we might want to think about the timing of a press release regarding the approval of the Tax Appeal, or to even do one at all.

 

  1. The minutes from the December 10th District meeting are available for viewing on our website, or by following this link: http://www.wrtfd.org/downloads/minutes/fpdb/2003/1210.htm

 

  1. The agenda for the January 8th District meeting is available for viewing on our website, or by following this link:  http://www.wrtfd.org/downloads/agendas/fpdb/2004/0108.htm

 

  1. This agenda will be updated as needed.  Copies will be available the night of the meeting.  The December newsletter is available for viewing on our website, or by following this link:  http://www.wrtfd.org/downloads/newsletters/Dec03news.doc