White River Township Fire Protection District

Board Meeting Minutes

February 6, 2007

 

District Board Members Present:

Dr. Chuck Shufflebarger

Rev. Jim Dodson

Butch Sutton

Jon Raker

 

White River Twp Fire Department Employees Present:

Chief Tibbetts

Chief Thacker

Chief Slauter

Captain Hart

Captain Arkins

Lt. Slusher

Scott Tichenor

Chad Witham

Crystal Young

 

Others Present:

                                                                                                                                

Note:  Motions are italicized and in blue.


 

 

Dr. Shufflebarger called the meeting to order at 7:05 p.m.

 

                 

              I.      Adjustment to Agenda

a.      Dr. Shufflebarger stated that the building update will be brief since no one involved in the project was able to attend.

            II.      Approval of Minutes from January 2nd Meeting

a.      Jon Raker motions that the minutes be approved.  Butch Sutton seconds.

b.      All in favor and motion carries.

          III.      Financial Update

a.      Chief Tibbetts stated that the department received an extra $137,000 from the county which was deposited in the Rainy Day Fund.

b.      To this point everything is under budget.  FLSA and overtime is under budget and insurance is running right at budget.

c.      Chief Cassin is still checking with the commercial insurance to make sure it is correct.

         IV.      Old Business

a.      Station 51 Building Project Update – Tricia Leminger

                                                              i.      Dr. Shufflebarger stated that there is a new issue with a water main and that he has spoken to Ms. Leminger concerning this topic but is not clear as to the whole situation.  Dr. Shufflebarger then contacted Ms. Leminger for a conference call.

                                                            ii.      Ms. Leminger stated that she has spoken with Senefeld concerning some change orders.  There are three change orders that need approval by the board:

1.      Change order 1 has several different issues of which some have already been completed.

a.      Door knobs and locks - $737

b.      Floor drains in the bathrooms - $742

c.      Limestone keystones - $4000

d.      Stone and hard pan issues - $3423

e.      Converter for overhead doors - $2021

f.        Storefront entry final color - $681

g.      Communications tower (Oil separator tank relocation) - $1655

h.      Total $12,522 of which Dan has already reviewed

2.      Change order 3 is a grade issue.  The adjoining plans were being reviewed at the same time as our plans were being reviewed by two different planners making the grade between the buildings an issue.  The county will not let us drain to the East as originally planned (Swale on the East side of the building).  Steelcorp, Kramer and Senefeld all agree that the easiest way to deal with the problem is to put in a drainage pipe instead of a swale costing $13,708.

3.      Change order 2 has been recommended by Dan.  He suggests putting in an alarm dual cycle sump pump.  If one were to stop working the second would kick in before an alarm would signal.  The cost of the system is $8660.  The concern is that once we agree on change order 3 the problem with the current sump pump would be limited.  Kramer and Senefeld agree on change orders 1 and 3 but since she has not been able to contact Dan there is still a difference of opinion on change order 2.

a.      The decision on change order 2 cannot wait.  The upgrade has to be done ASAP to dig the pit while the ground is still frozen.

4.      Ms. Leminger disconnected with the board to contact Dan.  Once she has an answer she will call back.

                                                          iii.      Mr. Sutton motions for Dr. Shufflebarger to approve changes.  Dr. Shufflebarger stated that the entire board should discuss and approve or not approve these changes together.

                                                           iv.      Mr. Raker believes that if both Kramer and Senefeld agree on the change orders 1 and 3, the board should go ahead with the changes.

                                                             v.      Butch Sutton motions to approve change orders 1 and 3.  Jon Raker seconds.

                                                           vi.      All in favor and motion carries.

b.      Once Ms. Leminger received an answer from Dan she called the board back and stated that Dan does agree with change order 1 and 3.  In terms of change order 2, Dan believes that once the drainage pipe is put into place it reduces the chance of flooding making change order 2 just a precaution and not necessary.

c.      For next months meeting the issue of the water main should be sorted out.  Bargersville states that if pavement will go over an existing main it must be moved.  The developer moved it out to the edge of our property then proceeded to pave over it with the deceleration lane.  The water main needs to be moved again.  The person who paved over it should pay to have it moved again.

                                                              i.      Senefeld could not give an estimate.  Dan put the numbers together and thought it would be between $10 and $15 thousand.  We will wait until next month to make a decision after all information has been gathered.

                                                            ii.      Mr. Sutton would like to find out whether the paving was planned or accidental.   When the developer submitted the plan did they know they were going to pave this lane?

           V.      New Business

a.      Fire Chief vacancy

                                                              i.      Dr. Shufflebarger was notified by Chief Tibbetts of his plans.  Dr. Shufflebarger then notified other members of the board.

1.      Dr. Shufflebarger stated that he appreciates the time Chief Tibbetts has given to the department and knows this is a trying time for him personally and wishes him well in the future.

                                                            ii.      Mr. Sutton stated that the board needs to define the process before taking any more steps.  That maybe a couple of people on the board should work with the department to define the process.

1.      Dr. Shufflebarger stated that previously there were two board members with appointments from the department in charge of the process.  The department has done some advertising in the past.  The first process was national while the second was local.

2.      Mr. Raker stated that he favored the way the process went the last time and believes that is how it should be done this time.

3.      Chief Slauter stated that when the department went nationally the department received 100 applications which they then narrowed to 10 and 4 but several people did not even show up when invited to interview.

                                                          iii.      Ms. Leminger has put together a draft of a timeline for hiring a new fire chief whether we look internally or externally.  Her firm has been recommending looking everywhere to get a good selection of candidates. 

1.      She recommended that a two person committee be formed and between now and the next board meeting to meet with her to decide on the requirements for the position.

2.      She has put together a hiring packet and a timeline once it is decided how broad the search will be.

3.      There is no legal, statutory requirement to publish the opening but if you do you need a three to four week publication period which would be March 12 – April 2.  Then take applications through the end of April and start interviewing and narrowing the applicants having made a choice by late May early June whether the process stays internal or goes external.

                                                           iv.      Mr. Dodson wanted to know where Ms. Leminger came up with the dates in her timeline.  She stated that once the group gets together and decides on the qualifications it could be brought to the board for the next meeting to be approved.  Mr. Dodson then wanted to know why it had to be done so quickly.  Ms. Leminger thought it should co-inside with the board meetings but that it is just a suggestion.

1.      Mr. Raker believes that the 30 days should be enough.

2.      Mr. Dodson states that we still need to come up with a committee.  Once we decide on who should be on the committee we then need to sit down and decide on what we are looking for in a Fire Chief for a department that is expanding.  He does not want to be deadline driven.

3.      Dr. Shufflebarger stated that there are two distinct intervals and the first is to decide what the qualifications are.  Mr. Dodson believes that we need more than 30 days to think it through.  Dr. Shufflebarger believes that this stage is relatively easy and it should not take more than 30 days.

4.      The next stage is getting the word out.  The hardest part of the first interval is deciding how to filter through.

5.      Mr. Dodson stated that he has been through this process and would like to say more than we want the candidate to have certain qualifications and ideas related to goals.  Are we going to match up a job description or are we going to like a certain person and find a way to make them fit.

6.      Mr. Raker believes that we are not locked into a timeline and if we need more time to decide on descriptions we will take more time.

                                                             v.      Mr. Sutton states that we need to appoint Chief Cassin as interim Chief and decide who is going to be on the committee.  Mr. Sutton then started to make a motion to appoint Chief Cassin when Mr. Dodson stated Point of Order.  He wanted to know if the board needed to accept Chief Tibbetts’ resignation first.

1.      With appreciation of hard work and faithfulness to his department Jim Dodson motions to accept Chief Tibbetts’ resignation.  Butch Sutton seconds.

2.      All in favor and motion carries.

3.      Chief Tibbetts stated that he was fortunate to be the Chief of this department and feels that he is just the tip of the spear.  His personnel did what they needed to do to get the job done and made him look good.  To be fair to the people who have entrusted their safety to him and his personnel he must make a change.

4.      Dr. Shufflebarger stated that those were humble words from Chief Tibbetts and stated that the department was going through a difficult time when he took over and gave him the credit for changing the reputation of the department.  Also the mark of a good chief is to surround themselves with good people.

a.      Mr. Sutton seconds the comments made by Dr. Sufflebarger.

                                                           vi.      Butch Sutton motions to appoint Chief Cassin as interim Fire Chief as of March 5th 8:00 am.  Jim Dodson seconds.

                                                         vii.      All in favor and motion carries.

                                                       viii.      Dr. Shufflebarger asks if everyone agrees with the two person committee.

1.      Mr. Sutton agrees that would work but we need to discuss how to involve department members.

2.      Mr. Dodson volunteers to be on the committee.  Dr. Shufflebarger stated that Mr. Kite was a previous candidate and most likely would not be a candidate this time but is not sure whether he would like to be on the committee.

3.      Mr. Sutton states that it is his opinion that those who do the job would be in the best position to know what to look for, he would be willing to be on the committee but believes he would not be the best choice.

4.      Mr. Raker is also willing to be on the committee.  Mr. Dodson asked Mr. Raker if he feels confident in his ability to be on the committee while being treasurer and also carrying out all his other duties.  Mr. Raker feels confident that he is up to the task.  Mr. Sutton feels that Mr. Raker would be the better choice.

5.      Dr. Shufflebarger agrees with the choices but would like for Mr. Raker and Mr. Dodson to check with Mr. Kite.  He believes that any combination of the three would work.

6.      In regards to the timeline, if the necessary work is not done in 30 days time can be added.

                                                           ix.      Mr. Sutton asked if the entire board should discuss generalities.  Dr. Shufflebarger stated that the first step is to apply generic qualifications, number of years in service etcetera to use as a filter.

1.      Chief Slauter stated that the last process was set up that way.  Dr. Shufflebarger stated that we need to look for certain things to wean it down, it is actually a three step process and first we need to determine criteria.

2.      Mr. Sutton wanted to know if the board should leave it to the committee to decide who they want to work with from the department.

3.      Mr. Dodson wants to sit and have a dialogue with the committee by first discussing training and education then amount of experience.  At that point it would be interesting to see what the Senior Staff is thinking.

                                                             x.      Mr. Sutton believes the process should be vertical and not horizontal.  One thing that is an issue is morale and confidence.  The more buy-in you get from the entire department the better the choice will be.  Maybe we need to come back in the next meeting with ideas.

1.      Capt. Hart stated that he had been thinking about the process and discussing it with others and one way to get buy-in would be to choose one chief officer, one company officer and one part-time guy along with the two board members to make up the committee.  The committee would then be made up of five people and all parts of the department would be represented.

2.      Mr. Raker asked if the board should let the department decide which three should be part of the committee.  Does anyone else have input on how many.  Two department members were used in the last hiring process.

3.      Dr. Shufflebarger likes the idea of having three from the department from all the different levels.

4.      Mr. Dodson stated that this in not a popularity contest, that everyone on the committee should not have an agenda and should keep an open mind.

5.      Chief Thacker stated that he thinks it should stay a local process and Dr. Shufflebarger agrees.  If you make the process too big you waste a lot of time but will leave that decision up to the new committee.  Mr. Sutton believes that the board should not go any bigger than Indy.

6.      Chief Thacker also stated that the department already has most of the information needed and that we should not spend a lot of money on legal since we already know what we need to go forward with the process.

7.      Mr. Dodson believes advertising in the Daily Journal and Star along with the local grapevine should be enough advertising.

         VI.      Adjournment

a.      Meeting adjourned at 8:05 by Dr. Shufflebarger.

 

Next meeting will be March 6, 2007 at 7 p.m.