White River Township Fire Protection District

Board Meeting Minutes

May 4, 2004

 

District Board Members Present:  Butch Sutton, Jon Raker, Paul Kite & Jim Dodson.

 

District Employees Present:  Mike Tibbetts, Carey Slauter, Eric Brown, Don Young, Casey Arkins and Kim Clawson.

 

Corporation Members Present: Mike Combs, Tony Slusher, Mike Hoffman, Josh Justice, and Tim Smith.

 

Others Present: Tricia Leminger & Steve Dyson.

 

 

 

  1. Butch called the meeting to order at 7:00 p.m.

 

  1. No discussion or changes on April minutes.  Motion by Jon and 2nd by Paul to accept as written.  All in favor and motion carries.

 

  1. Kim presented handouts from Chief Cassin, who was unable to be here tonight.  Items included:

-         General Fund Budget Review (Attachment A)

-         Year to date General Fund Budget Report (Attachment B)

-         Balance Sheet (Attachment C)

-         2005 Budget Recaps By Fund (Attachment D)

-         2005 General Fund Budget Plan (Attachment E).

 

Chief Tibbetts explained some of the income and expenses for the general fund, as outlined in Attachment A.  The Board requested that Scott show documentation at

the June meeting that the budget and the corporation’s monthly allotment has been adjusted/increased to accommodate the corporation staffing the 9th person.

 

  1. Chief Tibbetts stated that we are currently awaiting legal advice on whether the District can hire part time employees.  Tricia said that this can be done, but they need to know when the Board wants it done.  Chief Tibbetts stated that we will have a better understanding of the number of people this affects sometime in July, based on the current full time hiring process.  Steve Dyson reminded everyone that this will affect our budget (payment corporation contract).  Butch suggested we table this item until the August meeting.  In the mean time Tricia will determine exactly what steps the current corporation part time employees will need to take to be hired as part time employees of the District (physical agility, pay rates, etc.).  Butch would like to see proof that the proposed new schedule for part time employees of the District does not allow for overtime.

 

  1. Steve Dyson stated that the public hearing for the 2005 Budget would be in July and adoption would be in August. 

 

  1. Building Construction updates given by Chief Tibbetts.

STATION 52

-         Chief Tibbetts has met with Dudley Senefeld to determine the feasibility of the proposed improvements.

-         There may be some issues with the installation of the sprinkler system (wet system vs. dry system).

-         Chief Tibbetts stated that Dudley has suggested we add a basement to the addition to stabilize the walls of the new addition.  This is based on the past problems we have had with the station’s south wall and having to install support piers.

-         Paul stated that this will probably add a considerable amount to the project and asked us to weigh the cost against whether it’s truly needed for support or if we need it for additional storage space.

-         Dudley is currently drawing up plans and Chief Tibbetts will be meeting with him tomorrow morning.

-         Butch stated that no action will be taken on this until a formal proposal has been presented to the Board.

STATION 53

-         Chief Tibbetts requested permission to pursue the installation of the Plymovent system and the gear lockers, both having already been approved in the 2003 fire loan.  Permission granted by the Board.

-         Butch cautioned that the original proposed expenses should still match what will be the true expense.

NEW STATION (HERON RIDGE)

-         Tricia stated that we are progressing with the contract agreements and we now have the land under a purchase agreement.

-         The survey is expected in 10-14 days.

-         Tricia has received a copy of the covenants for that subdivision and is concerned about some of the restrictions that are cited (no loud noise, no antenna, no satellite dishes, need to architectural design approval, etc.).  According to the title, the lot we are purchasing is exempted from those restrictions, but she wants to get that in writing specifically.

-         Tricia also expressed concerns that Heron Ridge signed an agreement with the City of Greenwood that basically states any purchaser or developer will not contest the City’s annexation of that property.  She wanted to make sure this did not affect us in any way.  Everyone present tonight didn’t feel that it would.

-         Tricia expressed further concerns that the 20’ easement on the east of the property would not allow for a three bay fire station as originally proposed.  Chief Tibbetts did not know of this but will check with Dudley tomorrow.  There was some confusion on if Dudley was designing a three bay or two bay station.  Chief Tibbetts will get this cleared up tomorrow.  Tricia will also follow up with Dudley on this.

 

  1. Chief Tibbetts gave an update on the radio tower (wireless networking) proposal.  The original bid from Wireless Networking, Inc. was for $27, 135.  However, after re-evaluating our needs, they have since re-submitted their bid and it is now $24, 995.  Chief Cassin suggested this be paid for with remaining funds from the 2003 fire loan (a few projects have come in under budget).  Mike Hoffman suggested the installation of a T1 line.  Jim Dodson agreed and suggested we pursue this first.  There was some concern on the cost of either a T1 or T3 line, as well as the availability.  When contacted via cell phone, Chief Cassin stated that the only T1 line available in our area is a 5mb service and will cost $1100 per month.  The current wireless proposal is 54mb.  Butch suggested that this be tabled until further research can be done.  Paul suggested that this “extra” money could be used to help fund any additional expenses (ie: basement) for the addition to station 52. Butch agreed and wants to see a breakdown of the 2003 fire loan projects, both proposed expenditures and actual expenditures. 

 

  1. Chief Tibbetts gave an update on the Receptionist hiring process.

-         160 applications went out.

-         Approx. 80 were returned.

-         Approx. 50 were granted interviews.

-         Of those 50, Chief Tibbetts narrowed it down to 10 candidates and conducted the 2nd phase of oral interviews.

-         Chief Tibbetts recommended Jacqueline Emmons, 48 years old, who currently works at ADT.  He feels that she is the best one for this position.

-         Motion by Jim and 2nd by Paul to approve hiring Ms. Emmons, with a start date of May 24.  All in favor and motion carries.

 

  1. Discussion on the 2005 proposed budget.

-         Attachment E is based on a $4.9 million estimated annual revenue, with no debt.

-         Steve Dyson pointed out that the $400,000 +/- shown in the “uncommitted funds” category is used to carry forward to the following year.

-         Steve suggested that we consider basing the 2005 budget on a $4.6 million estimated annual revenue, which is Scott’s $4.9 million minus the amount shown in the uncommitted funds category.

-         Butch requested that a tax rate comparison be presented at June’s meeting comparing tax rates/revenues for 2003, 2004 and projected 2005.

-         Butch also requested for the June meeting a list of all remaining fire loans and when they mature.  Steve stated that he knows of one that matures this year but doesn’t know the amount.

-         Jim requested for the June meeting an explanation of the formula used to determine the percentage of increase of the tax revenues.  Steve briefly explained that this formula is chosen based on an average a previous years increases.  Jim requested a more in-depth explanation at the June meeting.

-         Steve will work with Scott when Scott returns from vacation and get these documents prepared for the June meeting.

-         There was also discussion on the addition of a Monday-Friday Training Chief, which would be an appointed rank of Battalion Chief.

-         The 2005 draft is also based on having no contract with the volunteer corporation.

-         Jim also requested that Scott prepare a budget comparison showing comparison’s between this year’s budget and the last two year’s budgets.

 

  1.  Chief Tibbetts gave an update on the new Engine 51.  It is now actually at Stoops and they are working with the manufacturer on determining exactly how many days late the truck is and who is at fault.  There was some discrepancy found with a change order for a seat which was never signed.    There will be approximately $31,000 credited to the invoice for the late delivery fee.

 

  1. Chief Tibbetts reported that Johnson County Emergency Management will be receiving grant funds soon and has stated that they would purchase a haz mat decon trailer to be stored at WRTFD that would be for county-wide responses.

 

  1. No further new business and meeting adjourned at 8:23 p.m.