White River Township Fire Protection District

Board Meeting Minutes

January 6, 2005

District Board Members Present: Butch Sutton, Chuck Shufflebarger

District Career Employees Present: Mike Tibbetts, Scott Cassin, Joel Thacker, Jeff Wilson, Carey Slauter, Eric Brown, Joe Settles, Eric Funkhouser, Greg Hurrle, Josh Justice, Tim Smith, Jason Bailey and Kim Clawson.

District Reserves Present: Mike Hoffman, Scott Alexander, Eric Doyle and Jason Smith.

Others Present: Brian Bosma and Steve Dyson.

1. Butch called the meeting to order at 7:08 p.m.

2. Minutes from November 2004 were reviewed. Motion by Jim and 2^nd by Chuck to approve minutes as written. All in favor and motion carries.

3. Minutes from December 2004 were reviewed. Motion by Jim and 2^nd by Chuck to approve minutes as written. All in favor and motion carries.

4. Chief Cassin gave a brief financial update and reviewed the budget reports that were distributed in the board members’ packets.

5. Update on Reserve transition.

a. Scott Alexander stated that he has met with the Chief several time discussing pay rates and policy changes.

b. Scott would like to see more of a pay difference between those employees who have longevity here and those who are recently hired.

c. Paperwork is being completed by the members. Chief Tibbetts reports that all but 9 have been returned.

d. Brian strongly stated that no one should ever participate as a reserve without signing the release.

e. Brian stated that once the business of the “old” volunteer corporation has been finalized, he will have Mark Collucci work on officially closing the corporation.

f. Costs for closing the corporation will be incurred by the District.

6. Update on employee performance appraisals.
1. Chief Thacker stated that he and Chief Slauter have been working on this.
2. Distributed outline (Attachment A) and a proposed evaluation copy.
3. Butch stated that he and Paul will help finalize this process.
4. Butch also stated that the frequency of the evaluations needs to be addressed. Chief Thacker stated that these were based on the premise that they would be performed every six months.
5. Butch stated that this needs to be in the Safety Board document.
6. Butch questioned whether there needed to be a process in place for someone to “grieve” their evaluation.
7. Possibility of peer reviews discussed.
8. Chuck stated that he liked this and feels we should move forward.
9. Butch asked Chiefs Slauter and Thacker to set a date and time they were available to meet on this and let him and Paul know.

7. Chief Tibbetts stated that he is still working with Lt. Hart on the Safety Board Document. He hopes to have this finalized before the next District meeting. Butch instructed him to submit this to Brian before the meeting for him to review.

8. New fire station update.
1. Bids are anticipated to go out February 1^st and are expected to take approximately 30 days to be returned.
2. Next committee meeting is at 0930 on January 20, 2005.
3. Various meetings, such as the drainage board meeting, will occur before then.
4. Heron Ridge Homeowners Association has approved the radio tower.
5. The budget will be reviewed at the next committee meeting. Chuck expressed concerns that no real budget discussions have taken place yet.
6. Jim requested that the board members receive an ‘in-process’ status report so that feedback can be given prior to anything being presented for final approval. Chief Cassin stated that the board has been receiving emails containing committee meeting minutes.
7. Butch asked that a formal proposal be presented at the next District meeting regarding the status of the station.
8. Brian stated that we have not yet signed a contract with them.

9. Nominations and elections held for 2005 board member officer positions as follows:
1. Chairman: Chuck Shufflebarger
2. V. Chairman: Jim Dodson
3. Treasurer: Jon Raker.

Motion by Butch, 2^nd by Jim to accept the officers for 2005 as named. All in favor and motion carries.

10. Training Chief’s Explorer and new Grass Rig purchases were approved in 2004 however the expense won’t be made until 2005. Therefore the budget line item for these expenses will be moved from 2004 to 2005. The expense was already approved as a capital expense and no motions are necessary and no further action is required. Chief Cassin will make the appropriate budget adjustments and re-send to everyone.

11. Discussion on transfer resolution to fund the health insurance payment that was made in December ’04 for the year 2005. The payment was required to be made in December because the plan took effect January 1, 2005. Motion by Butch and 2^nd by Jim. All in favor and motion carries. (Attachment B)

12. Chief Cassin stated that Kim became aware of a problem with how the Civilian benefits have been paid. All civilian employees are to receive 15% of their gross quarterly salary towards a retirement benefit plan. Approximately 9% of that goes to Civilian PERF. The remaining balance goes to the 457 Deferred Compensation Plan. We are still in the investigative stage at this time and are simply notifying the board of the problem. Chuck stated that the Deferred Comp people should be able to provide an actuarial for us to evaluate any potential gains or losses that would have taken place. Chief Cassin stated that this is approximately a $14,000 loss just for Kim’s alone. Chuck stated that we may need to adjust the gross amount so she actually receives the true $14,000 due to her. Brian was hesitant but stated that if this is done, the salary resolution for 2005 will need to be amended. Brian also stated that Kim was the only full time employee that has a memorandum of understanding. Jim asked that Chief Cassin review a sheet that he uses and feels would be helpful; it shows each individual person on one page, and what all of their benefits are. Chief Cassin hopes to have a formal presentation at the February meeting.

13. No further new business and meeting adjourned at 2005.

Minutes submitted by Kim Clawson, Administrative Assistant.