White River Township Fire Protection District

Board Meeting Minutes

November 4, 2004

 

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

 

District Employees Present:  Mike Tibbetts, Mark Hart, Carey Slauter, Casey Arkins, Jeff Wilson, Jim Engmark, Tony Slusher, Kevin Skipper and Kim Clawson.

 

Corporation Members Present:  Mike Hoffman, Chad Witham, and Andrew Roy.

 

Others Present: Tricia Leminger, Jeff Stainfield and Jeanne Salin.

 

 

 

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

 

  1. Minutes from October’s meeting reviewed.  Motion to approve as written by Paul Kite and 2nd by Jim Dodson.  All in favor and motion carries.

 

  1. Chief Tibbetts gave a financial update.  (Attachment.)  Explained that we anticipate receiving our tax check tomorrow.

 

  1. Discussion in the August minutes stated that only Captains can be Battalion Chiefs.  Butch stated that this cannot occur with the current safety board document and would like to see that portion of the minutes deleted until a formal safety board document can be adopted.  Motion by Chuck and 2nd by Jim to suspend that portion of the August minutes regarding the eligibility of the Battalion Chiefs.  All in favor and motion carries.

 

  1. Butch would like to delay discussion on the merit system. 

 

  1. Discussion at last month’s meeting regarding the station 52 project.  As long as the total project is less than $150,000 a union wage is not required.   Chuck stated that we will not limit the project to stay under $150,000.  Total cost of station 52 project unclear.  After some review, Tricia found in her records that the cost is $125,000.

 

  1. Health Insurance discussion.  (Attachment.)

a.       Chuck stated that the proposal is ‘cash-neutral’ to the Board.

b.      Incentive against unnecessary utilization.  If you don’t use it, it “rolls over” into a following year.  If you leave, it is transferable.

c.       Health committee recommended providing this at the higher deductible level with an employee contribution of approximately $500 annually. 

d.      Jim stated that our current monthly premium is $19,565.  Renews in January.  Renewal costs will not be available until the end of November.  Switching to the new plan with the projected premium is $9,900 per month.  We anticipate paying approximately $120,000 less during 2005.

e.       Chuck recommends funding the full FSA at the beginning of the year.  Jim stated that funding all 35 at the first of the year is approximately $70,000.  Jeanne stated that the total would actually be $112,000.  Jim recommends $20 per pay period, with $10 to premium and $10 to HSA.

f.        Chuck stated that although he did not anticipate that the District’s funding would ever decrease, this would need to be re-evaluated each year.

g.       Administration fees are deducted from the interest accrued on the account.

h.       Each person will be issued a debit card.

i.         Motion by Chuck and 2nd by Jim to implement plan as discussed, with $20 payroll deducted from each employee, with the stipulation that this will be reviewed annually.  All in favor and motion carries.

j.        Short term disability is included in this plan.

 

  1. Heron Ridge property issues:

a.       Issue #1

a.       100’ tall radio tower must be approved by the homeowners association, which is not anticipated to be a problem.

b.      Proposed an amendment:  seller wants 60 days to replat then buyer gets 120 days to get approvals. 

c.       Jim stated that we should go ahead and agree to this and worst case we will resell the property if we do not decide to build there for some reason.

b.      Issue #2

a.       Seller wants us to formally state that we have not yet received our approvals.  Everyone agreed.

c.       Issue #3

a.       If it is re-platted and we get our permits, but we decide not to build, we are stuck with the purchasing the property.  Everyone agreed that we would resell the property if it becomes necessary.

d.      Resolution

a.       Allow Tricia to finalize the escrow and work with the homeowners association on the radio tower.

b.      Motion by Paul and 2nd Chuck to approve resolution as presented.  All in favor and motion carries.  (Attached)

 

  1. Discussion on level of dissatisfaction with Senefeld and Associates.  Everyone had the understanding that they would have a representative present tonight.  Butch is concerned that they have once again overlooked something important (radio tower).  Tricia stated that if we are going to change architects we need to do it immediately as we only have one acre to work with.  Tricia suggested that she and Butch meet with Dudley Senefeld and discuss our concerns.  Jim suggested that we meet with Scott Senefeld instead.  Butch suggested that, based on our experience with construction of station 53, that we do not have the same company design the building that oversees construction.  (Chief Slauter contacted Chief Cassin by Nextel.  Chief Cassin stated that he had told Senefeld that they did not need to be present tonight.)

 

  1. Discussion at a previous meeting concerning creation of a reserve division that would replace the volunteer corporation and provide the part time firefighters.  Tricia stated that if we create a reserve division, they can stay under the discipline measures of the District, but would not be under the requirements of the ’77 PERF fund.  She stated that a separate roster would be created and they would need to sign a pledge and a release.  They would then be subject to discipline under the safety board and paychecks would be issued by the District.  Part time employees would not get overtime but would only have mandated benefits (clothing, life insurance, etc.).  This could become effective January 1.  Tricia will work on what the exact benefits required would be (work comp insurance, life insurance, etc.).  Tricia stated that the District would need to authorize the employment of part time employees, the creation of the unincorporated association and then set forth the parameters for employment.  Tricia will review whether “emergency” overtime is allowed.  Mike Hoffman requested that the Board do whatever is necessary to formally and legally dissolve the old corporation.  Final pay issues for part time employees have not yet been resolved.

 

  1. Safety Board Document issues need to be addressed.

a.       There are two permanent rank positions the Butch has received a consensus on.  Engineers and Probationary Firefighter.  Neither should be permanent ranks and should be removed.  Motion by Jim and 2nd by Chuck to remove the Engineer and Probationary Firefighter as permanent ranks and to authorize payment of stipends to the Engineers.  All in favor and motion carries.

b.      Evaluation sub-committee from the District Board consists of Butch and Paul.

c.       Butch suggested a group be established to discuss further changes to the Safety Board Document.  This will consist of the evaluation sub-committee from the board, Tricia, Jim Engmark, Jeff Wilson and Mark Hart.  Butch will also request help from Jon Raker as needed.

d.      Jim requested that the policy manual be updated as needed.

 

  1. Chief Tibbetts stated that when our budget was approved it held a training chief position (Monday through Friday 8am – 5pm).  He had originally offered this to Chief Thacker earlier this year who declined it.  Chief Tibbetts was then going to go outside the department for a civilian.  Chief Thacker has since changed his mind and requested to be promoted to this position.  Chief Tibbetts is confident that he has the passion and desire necessary for this type of position.  Because he is currently assigned to a 40 hour week with the recruit class, Chief Tibbetts would like him to receive his appointment December 1st, when the recruit school is scheduled to end.  Chief Tibbetts stated that this would only affect 2 weeks as he has already requested 2 weeks of vacation in December.  Chief Tibbetts also stated that due to a bad incident that happened with C-shift earlier this year, staffing has been irregular.  Motion by Paul and 2nd by Chuck to appoint Chief Thacker to the Training Chief, effective December 1, 2004.  All in favor and motion carries.

 

This appointment now leaves a vacant Battalion Chief position.  Chief Tibbetts suggested appointing Lt. Engmark to this vacant position.  Jim Dodson confirmed that the “five points” were covered.  Motion made by Paul and 2nd by Chuck to appoint Lt. Engmark to Battalion Chief, effective December 1, 2004. 

 

Chief Tibbetts stated that Jim Engmark’s appointment now leaves a Captain position vacant.  Chief stated that the next person that was on the list was Lt. Skipper.  Butch stated that was not true, that Jeff Wilson was the next person on the list.

 

Mark distributed copies of staffing tree to board members – no copy available for minutes.  We currently have nothing that says “Training Chief must be a Captain”, etc. 

 

Motion made by Jim and 2nd by Chuck to promote Kevin Skipper and Jeff Wilson to Captains.  All in favor and motion carries.

 

Butch reminded Chief Tibbetts that this would still leave a vacant Lieutenant position.  Chief Tibbetts stated that Greg Hurrle tested for Lieutenant and Engineer positions.  Because he did not score high enough to be in the five Lieutenants hired, he remained on the list and was hired as an Engineer.  Chief requested that he be appointed to Lieutenant.  Motion by Chuck and 2nd by Paul to approve this appointment.  All in favor and motion carries.

 

This now leaves a vacant Engineer position.  Butch stated that the Chief would like to implement another Engineer process to fill this vacancy and create a list, which would be an interim list.  Butch also stated that this process will cost approximately $5,000 and probably take at least 6 months to complete.  Chief Tibbetts stated that he did not anticipate another regularly scheduled full time hiring process until sometime in 2006.  Chief Slauter suggested that instead of conducting a training class just for one person to assign that person to a “mentor”.  When the next hiring process is conducted and full recruit school is started, then include that person at that time.  Motion by Jim and 2nd by Chuck to begin this hiring process.  All in favor and motion carries.

 

  1. Discussion on purchasing a vehicle for the training chief.  Paul had some reservations.  Butch stated that this needed to be sent through the benefits subcommittee before being taken to the full district board.  He stated that someone from the department must first discuss this with the benefits sub-committee (Chuck & Jim) before any action is taken by the Board.

 

  1. Jim questioned whether the Training Chief would be responding to incidents.  Chief Tibbetts replied that he will be responding as the safety officer, whether during daytime or evening.  Butch further stated that the Training Chief would also be serving as the Health and Safety Chief.

 

  1. Discussion led by Butch on “fire department image”.

a.       Board has received a number of complaints from people in the community about the way they have been treated in certain situations by certain elements of the fire department.

b.      We just received approval for a multi million dollar budget with no complaints from the public.  Butch stated that we need to be extra sensitive to the public and local businesses.

c.       Butch stated that “…some people need to go to charm school in order to do their job.”  Butch further stated that he would appreciate the board receiving no further calls.

 

  1. Lt. Arkins stated that quotes returning for the range hood at station 53 have been coming back higher than expected.  He requested an additional $2,000 to cover this project.  Everyone agreed that this was reasonable.

 

  1. Chief Slauter returned to the fire department image topic and asked that if we would be notified if there were complaints against the department.  Butch replied that Chief Tibbetts has been made aware of them.

 

  1. Steve Dyson asked Tricia Leminger to develop a timeline for the fire loan.  Attached.  Tricia warned that we may not be able to meet the February deadline.

 

 

Meeting adjourned at 8:54 p.m.

 

 

 

 

 

Minutes submitted by Kim Clawson, Administrative Assistant.