White River Township Fire Protection District

Board Meeting Minutes

December 6, 2005

 

 

District Board Members Present:

Butch Sutton, Paul Kite and Jim Dodson.

 

White River Twp Fire Department Employees Present:

Mike Tibbetts, Scott Cassin, Eric Brown, Kevin Skipper, Casey Arkins, Chad Witham, Bryan Arkins, Mike Combs, Joe Green, Scott Alexander, Aaron Bryant, Joel Thacker, Eric Williams, Jeff Wilson, Kyle Brooks, and Kim Clawson.

 

Others Present:           

            Steve Dyson - Curtis Coonrod, CPA

            Tricia Leminger - Kroger, Gardis & Regas, LLP

            Jeanne Salin – Jones & Associates Insurance

            Jeff Magee – MacDougall Pierce

            Walt Janitz - Steelcore Construction

            Adrian Tedder – C.F. Jones

            Scott Senefeld - Senefeld & Associates Architects

            Dudley Senefeld - Senefeld & Associates Architects

 

 

  1. In Chairman Shufflebarger’s absence, Vice Chairman Jim Dodson called the meeting to order at 7:02 p.m.

 

  1. Tricia announced that there are amendments to the agenda for tonight and are as follows:

            a.  New Business:  Bid openings.

            b.  New Business:  Public hearing on proposed additional appropriation.

            c.  Old Business:  Resolution for enlargement of positions covered in the Public Employees Retirement Fund.

 

  1. Those attending for the bid opening for the renovation project at station 52 were thanked by Tricia for attending tonight’s meeting.  She then introduced the Board members.  She stated that the bids are being opened tonight and will be subject to legal and technical compliance review and that the District reserves the right  to accept or reject any bid.  Furthermore, the District reserves the right to reject all bids if the cost of the renovation is not economically feasible to the District.  Bids were then opened by Scott Senefeld and announced by Dudley Senefeld, and were as follows:

a.       HE Henderson – $232,435

b.       Eden Enterprises – $209,000

c.       MacDougall Pierce – $250,378

d.       Steelcore Construction –$209,000

e.       CF Jones Group – $202,400

Tricia reminded everyone that this is a unified bid process and there will be one contractor for the project.  No further comments or questions were heard and the bid opening was concluded.

 

 

OLD BUSINESS

 

  1. Station 52 renovation status:

a.       He stated that they will need to certify HE Henderson, as they are the only one from tonight’s bidding process they have not worked with previously.

b.       The original budget for this project was $165,000.

c.       Chief Brown pointed out that this doesn’t include a sprinkler system.  Chief Cassin stated that this has been a separate project from the beginning and should not be included in the total. 

d.       Butch is concerned that if we are 25% over budget on this project, will we be over budget on the 3M new station?  Scott replied that he hoped not and that they worked hard to keep this budget as tight as possible.

e.       Further discussion on station 52 is tabled until next month.

 

  1. Station 51 new construction status:

a.       Scott Senefeld provided new plans.  These documents are completed to within 95% of the final set of plans.

b.       He is anticipating this going out to bid December 20, or perhaps just a few days earlier.  This is as originally scheduled

c.       Scott stated that his firm is receiving information in a timely manner, as needed, from the department.

d.       Tricia stated that the Local Government Tax Control Board approved  our presentation for $2,468,947.  The total costs are $3,000,000 with the difference coming from the Rainy Day Fund ($400,000) and the Cumulative Fund ($100,000).

e.       Although we did receive approval for the full amount of the loan request, Tricia cautioned that, in the future, the Department of Local Government Finance (DLGF) will now be requiring all items on the fixtures, furnishings and equipment lists to last the life of the loan.

f.         It is anticipated that bids for this project will be opened at the February 2006 meeting.

g.       Tricia presented a letter from Regions Bank covering their terms and conditions.  Attachment A.

 

NEW BUSINESS

 

  1. The department’s health insurance agent, Jeanne Salin, presented the renewal from Star Mark for the 2006 employee health insurance, and discussed the changes and the increases.  There was a 20.4% increase, but ONLY for the medical premium.  The disability coverage did not increase.  The total monthly premium increased $2,192.43.  This is an annual increase of $26,309.16.  Star Mark has been extremely easy to work with and the employees seem to be pleased with the coverage.  Jeanne stated that she did not feel “shopping around” would be feasible for this year, but suggested we consider doing so next year.  Jim stated that the recommendation from the Benefits Committee to the Board was to increase the employee’s per check deduction from $20 to $30, with $15 of that going towards the premium, and $15 going to the Health Savings Account (HSA).  No further comments or questions were heard.  Motion by Butch and 2nd by Paul to accept this recommendation.  All in favor and motion carries.  Chief Cassin stated that the contributions to individual HSA accounts would be made at the first of the year.  Jeanne stated that to process this correctly, she will need to get a copy of each person’s statement, showing their account number, as soon as possible.  These should be submitted by the employee in a sealed envelope to maintain confidentiality.  Attachment B.

                 

  1. Butch reminded Jim to review the minutes from last month’s District meeting.  No comments or questions were heard.  Motion by Paul and 2nd by Butch to accept November’s minutes as presented.  All in favor and motion carries.

 

  1. Financial update provided by Chief Cassin:

a.       Reports are in each person’s packet they received tonight.

b.       Chief Cassin explained various items throughout the reports.

1)       Page 17 – Capital Outlay Report.  This was modified to show items which were approved at last month’s meeting. 

2)       Page 20 – Year to Date Budget Report.  All major categories are significantly under budget.

c.       He stated he anticipates being under budget approximately $300,000 and asked Steve Dyson how to handle a transfer to the Rainy Day Fund.  Steve stated that transfers must occur between January 1 and March 31, and will confirm these dates.

d.       No further comments or questions were heard.

 

  1. Radio grant update from Tricia:

a.       Questions arose at the last meeting whether the District was required to bid this project out. 

b.       Indiana has received a QPA/Bid from Motorola for several types of communications equipment, which includes the items that the District needs to purchase.

c.       We CAN rely on special purchasing methods rule and she has prepared a resolution allowing us to do this.

d.       No further comments or questions were heard.

e.       Motion by Paul and 2nd by Butch to approve the resolution as presented.  All in favor and motion carries.  Resolution was signed.  Attachment C.

 

  1. Tricia stated that another issue has arisen regarding the expansion of our covered positions in the Public Employees Retirement Fund (PERF) to include the Receptionist position.  The Board approved the expansion last year, but PERF has no record of it, even though they have been cashing the checks we’ve beend sending on a quarterly basis.  Tricia has prepared a resolution enlarging our coverage.  No further comments or questions were heard.  Motion by Butch and 2nd by Paul to approve this resolution.  All in favor and motion carries.  Resolution signed by members and returned to Tricia.

 

  1. No report available from the Benefits Sub Committee.

 

  1. Jim requested that the election of officers be placed on the January agenda.  Kim will make a note.

 

  1. Tricia stated that an advertisement was placed regarding a notice of public hearing for additional appropriation for building the loan approved for the new station.  Meeting opened for public comments and none were heard.  Steve Dyson pointed out the capital outlay account number on the resolution needed to be changed from 1110 to 40000.  Motion by Butch and 2nd by Paul to accept the resolution as presented with the account number change.  All in favor and motion carries.  Resolution signed.  Attachment D.  Steve stated that Jon, as the fiscal officer, needs to sign the forms which will need to go to the DLGF before December 15.  Kim will contact him.

 

  1.  Chief Thacker made a presentation for the vacant staff position in the Prevention Division.  This is currently a merit Lieutenant position which was created in 2002 to assist with Fire Prevention, Public Education and Inspections.  The position is now vacant and we would like to make internal changes in our staffing.  We would like to now make this an appointed Captain position based on the work load and types of projects this person will be doing.  This was opened internally and only one person was interested; Kevin Skipper who is currently a Captain at station 52.  He would move into the fire prevention position which would then open a Captain position at station 52.  We currently have a list for Captains and the next name is Mark Hart.  This would create a Lieutenant vacancy.  We also have a current Lieutenant list and the next one is Joe Green.  This would create an Engineer vacancy, which we also have a list for.  Next on that list is Chad Witham.  Chief Thacker stated that we would like to proceed with filling these vacancies, effective January 1, 2006.  Butch isn’t sure that we can appoint a Captain position and Tricia will check into this.  Chief Thacker stated that because we are proposing this be an appointed Captain position and not merit, we are not having individuals test.  Paul concerned with making this a Captain rank.  Jim suggested tabling it until the next meeting.  Chief Brown stated that we are only talking about a $2,000 pay difference and that other departments (10 out of 12 surveyed) make this a Captain position.   Butch is concerned with spending so much time recently on the Safety Board Document, that we are already proposing changes to it.  Chief Brown stated this would have been taken care of long ago if we had not had a person with a disciplinary problem that we had to put in there.  No further discussion was entertained and the Board agreed to table this until the next meeting.

 

  1. Chief Thacker made a presentation for the purchase of new tables and chairs for the training room.  Those currently in use are seven years old and receive more use than originally anticipated.  He showed everyone an example of the proposed tables and chairs.  His training budget is well under his allotment and he can accommodate this $11,000.  He is requesting approval from the Board because the amount is greater than the $5,000 which is allowed to be approved solely by the Fire Chief.  No discussion or questions.  Motion be Butch and 2nd by Paul.  All in favor and motion carries.

 

  1. Meeting dates need to be set for 2006.  Jon suggested setting them on a set date (for example, the first Tuesday of the month) and not be concerned with trying to work meetings around his fire department schedule.  After discussion, the January meeting is set for January 10th, 2006 at 7:00 p.m.  Tricia stated that, due to publishing notice dates for bids to be opened at the February meeting, she also needs a February meeting date.  That meeting has been set for February 7th, 2006 at 7:00 p.m.  The remaining 2006 meeting dates will be scheduled at either the January or February meeting.

 

  1. No further new business and the meeting was adjourned at 8:25 p.m.

 

 

>> Next meeting is Tuesday, January 10, 2006 at 7:00 p.m. at White River Fire Headquarters. <<