White River Township Fire Protection District Board Meeting Minutes

 

Tuesday, October 5, 2004

 

Meeting called to order by Dr. Shufflebarger at 7 P.M.

 

Present:

 

District Board Members present:

Jon Raker

James Dodson

Dr. Chuck Shufflebarger

Steve Dyson

Paul Kite

Brian Bosma

 

District Employees Present:

Chief Mike Tibbetts

Chief Scott Cassin

Chief Eric Brown

Chief Carey Slauter

Jackie Emmons

 

Corporation Members Present:

Tony Slusher

 

Union President Present:

Lieutenant Mark Hart

 

Fire Department Members Present:

Bryan Arkins

Aaron Bryant

Jeff Wilson

Kevin Skipper

Scott Alexander

Mike Hoffman

Brad Jewell

Jim Engmark

Greg Maxwell

Steve Gorman

 

Others Present:

Jeff Stainfield

Dudley Senefeld

Scott Senefeld

Jeanne Salin

 

 

  1. Dr. Shufflebarger asked if everyone had reviewed the minutes from last meeting on September 7, 2004.
    1. A motion to approve the minutes was presented by Jon Raker and a second was by Paul Kite.  Motion carried.

 

  1. Chief Cassin presented the balance sheet and finance packet
    1. The balance sheet shows we have $2.2 Million in bank with all funds combined
    2. The next page of the packet shows the 3 funds broken down

                                                              i.      Debt fund - 2 payments per year

                                                            ii.      Cumulative fund

                                                          iii.      General fund is categorized with 4 main figures

    1. Capital outlays are under budget
    2. Workers compensation we have to audit each year, as it is payroll driven as the number of employees grow workers compensation grows
    3. Personal services are under budget on the district side and over on the corporation side because we filled in for district personnel.  The corporation started in the hole with a payroll discrepancy from 2003.
    4. Barring any unforeseen circumstances, we will have $339,000.00 on the plus side at end of this year to work with capital projects
    5. Total appropriations are still 4.1 million

 

  1. New building construction updates
    1. The re-plat is under way for the 13th of October, there are several post re-plat items

                                                              i.      Drainage approval

                                                            ii.      We are on lot 38 now (originally 36)

                                                          iii.      We want two curb cuts, one for the entrance and one for the apron

    1. Timing was an important piece because to the East of us they are developing and they will do their improvements which will save us $180,000.00, so putting it on the back burner has saved money
    2. Technical review will be October 13th.  We will need to put proceeds in escrow, some approvals could not happen until after the re-plat
    3. Brian Bosma had already delivered the schematic design for station 51 and he brought copies with him
    4. Scott Senefeld handed out copies of the schematic design and Brian Bosma passed me copy for Butch Sutton and a copy for the minutes
    5. Scott Senefeld apologized for missing the last board meeting
    6. Spoke about cost savings for the brick and the Senefeld’s had a sample of the brick which was approved by the developer
    7. The quoins in corner can be limestone which will be less costly (less labor)
    8. Second page of the site plan is for the new station, they were working with restraints to meet with the scope of project
    9. It will be a drive-through station with parking to rear of the station, it will be tight in the parking lot
    10. Between the current development and the station a sizable green buffer will be in place and the developer is excited about that
    11. Do not need retention pond as it will just take up space.  Existing structure for storm water management - they pipe sized it adequately to tie onto it.  Hardscape plan gives you information on the site.
    12. Parking spaces will be10’ x 20’
    13. Combination drive through with two full depth bay
    14. Apron is wide enough for a turn around, the plans show an ambulance, engine, and tanker to show physical space
    15. The 1st floor will have a day room, training room, kitchen, dinning room, restroom, several offices, and a quiet room.  There will be two separate stair accesses to 2nd floor and basement.
    16. Dudley Senefeld said he appreciated the help they were getting with the dept working with Senefeld to plan the station.
    17. Individual bunk rooms, female/male  restrooms and locker rooms.  Access to stairs and off duty gear storage, compressor room.  They will squeeze into space a physical fitness area.  The plans are not cast in stone; we will shape them, and make changes.
    18. Lower level area, the basement area will be accessed by one stair because of limited space.  We would like basement area to be a shelter for tornado activity.  Basement area is 26 x 16 as it stands now.  816 square ft.
    19. Some things to consider are we will be able to utilize some fill, but will need to get rid of spoils.  We need to find a construction site to take this fill.
    20. The front elevation looks at a metal roof or shingle, hopefully shingle, but we have requirements by the developer.  Brian Bosma asked if they required a metal roof - everything is all shingles for now and shingles are great from cost perspective.
    21. Dr. Shufflebarger asked Jon Raker what he thinks about the rear stairway to go downstairs.  Scott Senefeld said yes, providing we can expand basement.  Code and cost dictates expanding lower level.  Scott Senefeld said we can stretch it right now to 950 or 975 sq ft. 
    22. Once the dept and committee approve the schematics, they will go to the selection of materials for the interior and exterior.  Brian Bosma asked Dudley Senefeld what is the time frame we are looking at for a bid release date.  It is the 1st quarter of 2005.
    23. The next phase is the design development, mechanical, electrical, and structural.  At the end of design development they try not to make changes - the time frame is in the 90 day range which would put us in pretty good shape.
    24. The 1st quarter of year is a good market to throw out a project of this size, looking at February 15th and coming out of the ground by the middle of March.  Construction documents will be available by end of January and they need a 30 day bid window to release project until it hits the streets.  Brian Bosma said we will be tight on the time because the process for approval is the committee and then the board.  So if we wait until the next meeting we will be down to 75 days.  Dudley Senefeld explained he is trying to put us in market for best bids.  FYI from Scott Senefeld says we have flexibility in the construction industry over the last quarter and that everything is panning out a little bit.  Scott Senefeld wants the project out of ground March or April, this is why they do detailed cost estimates along the way, and it needs bids no later than the 1st of April, because market changes after that time.  Dudley Senefeld says the committee is working well.
    25. Jim Dodson has questions about the floor plan - Is there a need for a dryer system for boots?  The gear storage area has a large space and that would be turnout gear dryer space.  Off-duty gear storage is on the 2nd floor.  They try to ventilate those areas so air circulation will allow for drying.
    26. Dr. Shufflebarger said we are at the point in the board to ask the department to review the plans and come back with rationale for the plans and comments for additions.  Chief Cassin said we need to schedule a meeting to look over everything with the committee and the department.  Dr. Shufflebarger said he needs time to look at the plans, if the department has questions or the board.  Chief Cassin said this is rough draft and that we had to wait for the platting process - now that the plat process is moving forward a meeting date is possible.  We will need to have minutes taken at that meeting so the board members can follow.  If we bid by April 1, they need to be on street by March 1, the construction documents will need to back up to December 1st.  Chief Cassin mentioned that all meetings to date on both this project as well as the Station 52 project have had minutes recorded and are available for viewing on the employee page of the web site.
    27. Steve Dyson asked Brian Bosma if the fire loan needed to be approved first?  We can accept the contract within 30 days contingent and it needs to be executed by 30 days, if we want to finance the loan by next year 2005.
  1. Station 52 addition project
    1. A one story addition to rear of station will be built over the asphalt in parking area.
    2. We cannot add the lower level because the budget determines the size of project.
    3. Dudley Senefeld said that the committee has been helpful in this process. 
    4. Plans include a mop basin, gear wash, laundry room, restroom facility, training room with 10 seats, storage, and physical fitness area. 
    5. The last page of elevations is the roof plan.  The addition will be a block and brick combo, but could go all brick.  The existing tower is going to remain.  A gable roof scenario will be on the West elevation.
    6. Scott Senefeld then asked for questions or comments.
    7. The size of the addition has been looked at since the meeting - the budget is difficult to work with and we need to get into detailed cost estimates
    8. The training room is for crew-level training only.  Scott Senefeld said they inventoried the equipment sizes to see if the room is large enough.
    9. The Senefeld firm is not under contract yet, so we need to get contracts drawn up for board approval.  A letter of work explanation for both projects has been accepted by the board and will be brought back next month.
    10. The time frame going further, allowing the project to work with the budget, should be out and started by end of the year.  If we do this we need to have a construction wage committee and the board needs to reconfirm appointees says Brian Bosma.  This needs to be done before next month’s meeting.  It is a fairly simple addition project and the $125,000.00 is the proposed budget for this project.  Brian Bosma said we could bid at non-union wages, but he has to double check on that.
  2. Chief Cassin went back to the budget prediction from two months ago and said Trish Leminger asked him to come up with the capital projects that were unbudgeted for this year.
    1. Equipment for the new tactical (please see attached) will cost $22,300 and is not part of the new truck.  The new tactical will be done two months early and will be here by the first of the year.  Approved.
    2. We need a radio tower upgrade as our system has been going down more and more frequently over the past six months or so.  This is primarily due to the age of the receivers as well as interference from other signals.  The upgrade will correct this.  $24,999 approved.
    3. Station 53 upgrade needs to be done to accommodate the extra people. We will need beds, kitchen equipment, and a recliner chair. $14,000 approved.
    4. Last, we applied again this year to the Assistance to Firefighters Grand for a video conference system.  The video conference system would allow us to train here at headquarters and send it over radio tower to the other stations.  It would then be broadcast over the large screen televisions, so the firefighters could stay at their stations and save response time.  We might be getting the grant money we asked for because they asked us to send them our direct deposit number.  The benefit of that system would far outweigh the cost.  We will go for approval upon final acceptance of the grant if it becomes a reality.
    5. There was a motion to approve the tactical equip, the radio tower upgrade, and station 53 upgrades.
    6. Jon Raker made the motion and the second was Dr. Shufflebarger.  Motion carried.

 

  1. Captains and the battalion chief
    1. The new captains are

                                                              i.      Joe Settles

                                                            ii.      Jim Engmark

                                                          iii.      Casey Arkins

    1. They will become captains as of December 1st, a motion was make by Paul Kite to approve this and the second was by Jon Raker
    2. The new Battalion Chief is

                                                              i.      Jeff Wilson

    1. Dr. Shufflebarger said to put in the minutes that the positions for captains and the chief are permanent  positions
    2. After extensive discussion on the issue, they were not ready to make a decision as to the permanent ranking for the Chief or captain positions.  They will do research along with the Fire Chief and come back to next meeting with a plan and recommendation to the full board.
  1. Health Insurance
    1. The health insurance needs have to be looked over more, we are premature for now
    2. Jeanne Salin was at the meeting to answer questions if any came up
    3. We will be in a better group if we give Jeanne the options; she has been working with Jeff Smith on the particulars and cannot get a January 1st quote until 60 days out.
    4. Jeanne offered to help the committee and get as many quotes as we want to look at.
    5. The problem now is that co-pays that don’t count out of pocket, co-pays add up, and double the out of pocket.  Dr. Shufflebarger, Jeff Smith, and Jim Dobson are on the committee to meet with Jeanne and she wants to have that in place by January 1, 2005.  Dr. Shufflebarger thanked Jeanne for her help.
  2. Corporation and Fire Protection District Consolidation Plan
    1. Brian Bosma said we do not need a stand-alone corporation.  It is difficult to say they will only be part time.  We are proposing a group called White River Township Fire Association that will be unincorporated.  It will be an agreement with the group of people, and it will be a volunteer fire association.  Participants would have to sign a sheet for the district effective January 1.  The least complicated method would say membership and discipline would be up to the discretion of the Chief. This creates minimal paperwork and makes it simple, wrapped up with a bow.  It will meet the needs that we want.
    2. Tony Slusher said when we incorporated the corporation it was to take liability away from department.
    3. Brian Bosma says if you are outside of your job duties in the corporation model or employee of district model once you get outside of duties there is no liability.
    4. Mike Hoffman asked if there is an hourly issue?  Brian Bosma says 207k is not an issue, because the guys will not work more than 40 hours per week.
    5. Chief Slauter says assigned shifts with be 12 hours each, so there will be no overtime.  We will not be concerned after January 1, because the most anyone would work would be a 36 hour shift.
    6. The three fire stations will have 4 crews of 4 and we will have more play there if someone gets injured.  We are bringing on 36 new people with this hiring process.
  3. PERF plan for the receptionist
    1. Chief Cassin needs to get the receptionist enrolled in a PERF plan, however receptionist is not listed in the titles of PERF.
    2. Chief Cassin handed the letter stating this to Brian Bosma to approve the resolution for PERF
    3. Brian Bosma said to have a motion to approve position of receptionist to public employees retirement fund to the first allowable by law according to the first date of employment.
    4. The motion was first by Dr. Shufflebarger and second by Paul Kite.  Motion carried.

 

  1. Corporation board vacancy
    1. A motion to appoint Scott Alexander to the corporation BOD motion was made by Jon Raker and the second by Paul Kite.  Motion carried.

 

  1. Kudos for WRTFD
    1. Last week McNeil and Company sent out information and took a tour of the stations.  WRTFD has the lowest rating of natural disaster claims and they wanted to thank the department’s officers.

 

Meeting adjourned 9:15 P.M.