White River Township Fire Protection District
Board Meeting Minutes
May 1, 2007
District Board Members Present:
Dr. Chuck Shufflebarger
Rev. Jim Dodson
Paul Kite
Butch Sutton
Jon Raker
Chief Thacker
Chief Brown
Chief Engmark
Captain Hart
Captain Settles
Captain Arkins
Captain Skipper
Lt. Williams
Lt. Slusher
Charles Fraker
Richard Woehlecke
Scott Alexander
Greg Hedge
Brian McRoberts
Crystal Young
Others Present:
Tricia Leminger
Dan Sulkoske
Steve Dyson
Scott Senefeld
Note: Motions are italicized and in blue.
Dr. Shufflebarger called the meeting to order at 7:02 p.m.
i. The water issue has been taken care of per Chief Brown.
1. He stated that we are going with the original idea and classifying it as a private line. With this the department will maintain the fire line from the main to the building allowing the line to be run under the concrete apron.
2. Chief Brown also stated that in this case if the line leaks in that area the department will have to fix it.
ii. Mr. Sulkoske stated that the change order for the location change for the water line is $13,260.00.
1. The tap fee for the 2” was waved and Bargersville Utilities admitted to the mistake.
2. Ms. Leminger inquired as to how the proposed change order issues affect the days added to the schedule.
3. Mr. Sulkoske stated that there are 98 calendar day added taking us to August, unofficially near the end of June. He affirmed that things are going well and everything is coming together.
iii. Mr. Sulkoske handed everyone a project list of changes. He has hand written in CO on the projects that are still awaiting authorization.
1. Range hood due to size change is recommended.
2. Reconfiguration of electrical service due to Antena Requirements is on hold to verify quantifies not particularly under review but on hold because of cost.
3. Specified building locks are under review due to cost.
4. Acoustical tile and grid in the ceilings in several areas will clean up the look and is being recommended.
5. Addition of drywall to the east side of the North stair to cover some exposed pipes is being recommended.
6. Electrical outlets at owners request still on review
to get cost.
7. The location change for the water utility which has
been discussed and recommended.
8. Additional electrical service for the new sump pump
recommended.
9. Other three items are approval for items that already
have approval and no charge.
iv.
Mr. Raker
questioned the difference in the allowance for cabinets. Mr. Sulkoske stated that the allowance was
for $12,000 and only $11,078 was spent.
The difference will be taken off of the total in the end.
v.
Also the
additional tap fee for $12,725 was rejected.
vi.
Mr. Kite asked
what the total of the change orders is.
1. Basically the total contract amount was for $2
million. There is approximately 5-6%
contingency (or approximately $100,000) available in the contract.
vii.
Dr.
Shufflebarger asked Mr. Sulkoske about proposal #10. He stated that there is not status on that
and thought there was action on that.
Mr. Sulkoske stated that it is listed on Change Order #3 and it had
already been approved.
viii.
Dr.
Shufflebarger stated that he believes that Mr. Sulkoske is recommending that
the board approve all changes except the three still under review to which he
replied yes.
ix. Butch Sutton motions to approve the recommended Change Orders. Jon Raker seconds.
x. All in favor and motion carries.
xi.
Mr. Raker asked where we stand on our
contingency by the next meeting.
xii.
Ms. Leminger
asked who had the change orders. Mr.
Sulkoske stated that something is on the way; Mr. Senefeld has them and
hopefully will be here soon to get them signed.
Dr. Shufflebarger told Mr. Sulkoske he can call him if they need to be
signed.
i.
Mr. Kite handed
to the board for review a timetable, amended job description, and the amended
job application.
1. Timeline – Publication originally was local but they
want to be more regionally. He listed
several web sites along with local papers.
(International Fire Chiefs and Volunteer Division of International Fire
Chiefs, etc.)
a. Advertising twice in the local publications and once
on the other suggestions.
2. Applications due near the end of May for the board to
begin their review process. At that point
the candidates will be narrowed down for a final recommendation at the end of
July.
ii.
Still discussing
how and with who the reviewing of the candidates will be conducted.
iii.
Mr. Kite and Mr.
Dodson looked at the existing job description and believed that the board was
limiting itself. The proposed changes
are broad but not too broad. He believes
that the there are ample people in the fire service who would qualify but do
not have a Bachelor’s degree. They have
changed that requirement to an either or so that anyone possessing the
qualities can apply and explain why they have the ability to lead and examples
to back that up. The ability to lead
needs to be innovative and progressive and language to find people who would
fit those qualifications has been added.
iv.
Mr. Kite wanted
to make sure there was enough latitude not to loose that person with many years
of fire service experience and proven to be a good leader. Their ability to lead must be communicated
verbally and in written form in the application process.
v.
Mr. Sutton in
reviewing the organizational chart noticed that the Deputy Chief is the only
one who directly reports to the Chief and wanted to know if that is correct.
1. Mr. Kite stated that he Mr. Dodson and Ms. Leminger
had just been discussing the same thing.
2. Chief Thacker stated that in the current alignment
that many individuals were reporting to the Deputy Chief which was causing a
bottleneck. In the Staff realignment
proposal he will be discussing later the issue will be corrected.
3. The board was unaware that the current alignment was
in place. As Mr. Kite, Mr. Dodson and
Ms. Leminger there may be language in the application process that needs to be
changed.
4. When the department had Chief Dutton there were only
Battalions. Once the position of Deputy
Chief was added it was slid into the organizational chart and no other changes
were made. Over the last four years this
has be come a bottleneck and will be discussed in the presentation later.
5. At the time the deputy chief position was added Dr. Shufflebarger
stated the board stated that the position reported to the chief but there was
no statement as to who reported to the deputy chief. Most were under the impression the department
heads reported to the fire chief but was never specifically stated.
vi.
Application
changes – along with the resume they are asking the individual to provide an
explanation of innovative changes.
vii.
Dr.
Shufflebarger asked if anyone else had reviewed the process to which Mr. Kite
stated no. The subcommittees’ intent was
for the process to be a function of the board.
He then asked if the amended job description needed to be approved.
1. Ms. Leminger pointed out to the board the changes
made to the job description.
2. Jon Raker motions to approve the amended changes to the fire chief job description. Paul Kite seconds.
3. Jon Raker amends the motion to reflect the change in the organizational description. Paul Kite seconds.
4. All in favor and motion carries.
viii.
The next issue
is the timeline. Mr. Sutton has no
problem with the timeline but believes the main issue is the decision on who
will be doing some of the things that need to be done before the next meeting.
1. Mr. Kite states that the main issue is maybe not on
the first cut but maybe once it gets down to a possible ten that the board
might want to look at using a consultant to narrow it down more (possibly
around three).
2. By the next board meeting there may not be a decision
to be made on needing a consultant. If
the department only receives 10 applications there may not be as tough of a
decision.
3. Mr. Dodson stated his concern on calling a consultant
if it is not needed. Also the board
decides a consultant is needed he does not believe they could be called upon
the next week to review the applicants.
He is afraid that if the board waits until the next board meeting to
call a consultant it will add another few weeks to the process.
4. Ms. Leminger stated that the board will know on May
24 how many applicants there will be.
5. Chief Thacker stated that he has talked to a local
consultant who responded that it would take three to four weeks lead time to
put things together.
6. Mr. Kite will make a contact with the consultant
describing to them the timeline and other specific questions as to what is
taking place and ask if that is doable.
7. Dr. Shufflebarger stated that if the number of
applications received is within the eight to ten range
could the subcommittee and the representatives from the department be able to
evaluate and determine at that point if there is a need for a consultant. His reluctance is to involve a consultant in
a situation where there may only be three to five applications. The board could grant the authority to go
ahead with the consultant if it is needed.
8. Butch Sutton motions that once the applications are received the board will then determine whether a consultant is needed. Jon Raker seconds.
9. All in favor and motion carries.
ix.
Chief Thacker
stated that there were three individuals from the department who assisted in
the process and asked if they agreed with the changes.
1. Mr. Dodson and Mr. Kite stated that the changes were
discussed with the individuals but they were not part of the final
process. Chief Thacker asked if anyone
from the department has seen the final product to which they answered no.
2. Chief Thacker believes the department has expressed
what they would prefer but the board has the final decision and the frustration
from the department was rooted in the unknown.
x.
Chief Engmark
questioned if the same three from the department will be on the committee to
review the applications.
1. Dr. Shufflebarger stated that depending on the amount
of applications received there may not be a lot of input needed on the first
filter but may look to the department when it gets down to the last few. He also stated that it may or may not be the
same people but that the board will deal with that when it is necessary.
i.
A lot of
uncertainty in private service – Rural Metro out of
1. Even though they have a contract they have just
pulled out of the entire state of NJ approximately three months ago. At this point there is no other private service
near WRT to service here.
ii.
Mr. Sutton
inquired as to what happened in
iii.
The plan is to
purchase two ambulances utilizing the AFG.
1. One primary, one back up.
2. Hire six personnel
3. Begin service 1/1/09
iv.
Program will be
run through operations, using the training/EMS director and the current office
staff for billing.
v.
Current cost will
be covered through the AFG whose priority is supplying supporting and
transporting ambulances. The grant will
be written for $350,000 and the department will be responsible for at least 10%
in matching funds.
vi.
To cover
personnel costs the department will apply for the SAFER Grant to offset the
cost of additional personnel. The grant
program is regressive over four years. (refer to slides)
vii.
Response
Statistics shows the percent of ALS and BLS runs in and out of the district.
viii.
Billing Fee will
be a flat rate. There will be separate
charges for ALS and BLS. By using the
flat rates it will be easier for billing purposes in general in addition to
billing Medicare. Most other departments
are utilizing flat rates.
1. Proposed rates stated in the slide are average rates
of other municipal departments.
a. When a couple of our firefighters were injured and
taken to Wishard the department was charged just short of $2000 and they were
in the same ambulance.
2. Mileage is charged at $7 per mile.
3. Some SORs can be billed. (approx. $300 ALS) Mr. Raker asked if this is standard to which
Capt. Hart replied that it is and most of his research came from
ix.
The anticipated
revenue is based on 80% collection rate (Rural Metro stated that we have an 89%
collection rate in our area which is their highest).
1. Mr. Kite asked if there was a mutual aid requirement
in the grant to which Capt. Hart answered no.
x.
The cost
comparison shows that the department would at the least would be a break even
venture.
1. The department does not want to wait on Rural Metro
to decide what they are going to do and at this point no one has plans or an
idea of what to do if they were to pull out.
2. Whiteland and City of
3. Mr. Raker asked if the expenses for the replaceable
meds and other items were factored in.
Capt. Hart stated that those expenses are currently added into the
personnel costs.
4. Mr. Kite inquired as to what the department would do
if the areas outside the district were to do the same thing we are doing. Capt. Hart stated that he has spoken to
xi.
At this point the department needs approval to
proceed and submit the grant.
1. Mr. Raker inquired as to the level of input the
department needs to put in at this time.
2. With this grant, the higher the % the department is willing
to match the higher up the list the department will go. There is no specific dollar amount but a % of
the total of the grant awarded.
3. Mr. Dyson inquired about the collection rate supplied
by Rural Metro and assumes that they have a specific billing and collections
and has worked with a department who once had a specific billing and
collections department the collections significantly increased.
a. Chief Thacker stated that at some point the
department can look into hiring a firm that will do the collections and billing
for a fee.
4. Dr. Shufflebarger is in support of the idea and
believes this is the right time to do it.
For a third party to collect at 89% the department should be even better
and believes that letting a pro do it may be smarter business. He believes that it would be stupid for Rural
Metro to leave if we can make a profit from this but also believes that the
department should provide this service and not rely on an outside provider.
5. Mr. Dodson
believes we should pursue this grant but is not sure on the %.
a. Dr. Shufflebarger asked if we could back out of the
grant process to which Chief Thacker stated that it may hurt our chances at
another grant down the road but Mr. Sutton stated that if we wanted to purchase
a vehicle we could but at this point personnel is the key (SAFER Grant).
6. Jim Dodson motions to move forward with the grant not to exceed 18% matching funds. Jon Raker seconds.
7. All in favor and motion carries.
i.
Current chain of
command is too flat and during the staff retreat reorganization was discussed.
ii.
A bottleneck was
identified and one of the culprits is the shift personnel doing staff duties.
1. A result of this is there is either lack of attention
to operations or to the shifts.
2. The current chain of command shows that the
Operations Chief is currently also the A-Shift Battalion. (A flow chart of current chain of command is
shown in the presentation.)
iii.
The new chain of
command will allow for better distribution of work and create the operations
chief as a shift battalion position working Monday through Friday. This will ad one position and contain job
re-assignments and allow more flexibility regarding promotions.
1. The main change is the elimination of the deputy
chief position. This will disburse the
work load.
2. Operations as staff Battalion will have three shift
battalions reporting to them. Training
is re-assigned to operations. The
positions shown in the dashed lines are future positions. They are not being budgeted but are shown for
future growth.
3. Administration position is currently covered by
deputy chief will cover more of the HR process currently done by the training
chief and the third position is the prevention chief that we currently have.
iv.
Addition of the
operations chief is off set by the elimination of the deputy chief. There are already two staff positions and
adds only one positions for the operations staff position reflected in the 2008
budget.
v.
As the ambulance
service grows and becomes successful the position of the
vi.
Mr. Dodson asked
if the assigned numbers will stay the same.
Chief Thacker stated that they will be reflected on the chief’s
process. The question is who in this
chain of command is the number two position in case we find ourselves in the
same position the department is in now.
Chief Thacker stated that 502 would still be second in command.
vii.
Dr.
Shufflebarger stated that the change is a good one but his concern is to
implement the plan then hire the new chief or should the department wait until
the position has been filled and allow the new chief to have some input. He also questioned whether 502 is a position
that needs to be filled by a firefighter; the position looks as if it is
strictly an administrative position.
1. Chief Thacker stated that the position needs to have
an administrative background but will need to have fire service background for
purposes of policy writing and maintenance, support services, and hiring.
2. This position will be in charge many of the issues
currently taken care of by the training chief.
The change makes the training position strictly training. Mr. Kite asked who then would coordinate the
part-time personnel. Chief Thacker
stated that once the part-time personnel is hired they
would then be managed by the shift battalion.
viii.
What is subject
to change is the numbering system. The
county is changing how everyone is numbered so that may change but will
coordinate with the rest of the county.
ix.
The proposed
chain of command will have the three shift chiefs reporting to the Fire
Chief. The main change is the addition
of the operations chief to which they have already anticipated and will be
added to the budget. Dr. Shufflebarger
supports the concept but his main concern is who the fire chief will be and if
they will want some input as to how the chain of command will work. He is in support of the plan and could plan
for the expenses.
1. Mr. Raker stated that if the department waits until
the new fire chief is hired and he is from the outside it may take six months
to a year for that person to decide how they would want the command to be. Everyone knows that the system is not working
well and that maybe the board should trust the administrative staff that is
here to decide what changes need to be made.
Once the new chief comes in they can then fine tune this process.
2. The chain of command is set to start January 1,
2008. Chief Thacker stated that the
department really needs to break out the assignments.
x.
Mr. Dyson wanted
to be clear as to what positions are being changed. The department wants to delete the deputy
chief adding a battalion chief and reducing the training chief to a captain. Chief Brown stated that we are trading the
deputy chief for a shift battalion and adding a captain.
i.
Mr. Dyson stated
that page 3 shows the General Fund. The
Budget for 2008 numbers are within $1000 of what the department gave him.
1. There is a question in CAGIT revenue as to whether
revenue will fall without it and it does but it will have little impact. The department is within the bottom line with
the base budget containing the new position and raises.
2. The ending operating balance is getting bigger but
half of the anticipated funds should cover the first half of the year.
3. There was an error in the formula affecting the 2010
total. In terms of CAGIT, 2008 &
2009 revenue due to debt and 2010 is debt free.
4. Property tax will be approximately $4,000,000.
ii.
Mr. Sutton was
concerned with income tax collection being at equilibrium at 2010.
1. He wondered if any department’s bottom line in 2010
could be affected.
2. Salaries are most affected and they are being based
on the salary survey. (Salaries listed
on page 4)
3. The insurance amount does not go down but stays
approximately the same. Currently there
is a possible 10% maximum increase in insurance that could be covered.
iii.
The last loan
payment will be made in 2009. During the
2008 budget the 2002 Fire Loan will be paid off. The board may want to look at using cash
instead of loans.
iv.
The 2007 Budget
shows $400,000 extra in the Rainy Day Fund.
1. The board could use this on the new Station is
necessary and they may need to do appropriations on those funds.
v.
Mr. Sutton asked
where the $900,000 is itemized in the budget.
It is stated that there is a large piece of apparatus that will be
replaced. The money will go toward a new
rescue and two pool cars are due to be replaced. Also there is some cash put aside for land
for station 54.
vi.
Page 12 reviews
the Rainy Day Fund.
vii.
Page 13 is a
snap shot of the projected cash flow.
August shows the lowest balance of the year. The cause of that is
1. The department should receive CAGIT in the next
couple of weeks and the excise tax in June.
2. The department may receive possible tax anticipation
but most likely not.
viii.
Assessed values
are not complete yet but a significant increase is expected.
1. The amount is not affected yet because there has not
been a tax rate set at this point.
ix.
Mr. Dodson asked
if the cost of the ambulance was stated in this budget to which Mr. Dyson
stated that is was not.
i.
Mr. Dodson asked
the board what needed to be listed in the advertising of the fire chief
position. He believes the board may want
to state a range.
1. He was thinking $73,000 – 80,000 before seeing the
budget.
2. Mr. Kite wanted if the 77 fund statement was
necessary or should it be stated as total compensation.
ii.
Mr. Sutton asked
about the longevity. Mr. Dyson responded
by stating that the total amount of longevity is correct but is not matched
with any specific position.
iii.
Ms. Leminger
stated that since the department may have an applicant that is not a 77 member
the advertisement should state a base salary range.
iv.
Mr. Sutton
thought the department could not hire a fire chief that was not a 77 member to
which Mr. Kite stated that for the fire chief that did not matter.
1. Ms. Leminger stated that other departments going
through this process believe the fire chief should be.
2. With the 77 plan there is an age requirement and a
one time exception of transfer.
3. Chief Thacker stated that WR could have the chief
exempt if the board wanted it that way.
4. Everyone believes that they need to be a member but
the board should take a broad look.
5. Dr. Shufflebarger stated that the fire chief should
be eligible.
v.
Chief Thacker
stated that by looking at the budget the range should be between 69 and 74
thousand.
1. Mr. Sutton stated that the position is overly
generous on the benefit side. The ad
should outline the benefits with base salary along with the percent the
department pays on the fund.
2. Ms. Leminger stated that she would look into placing
a detailed package along with the description in the ad.
i.
Last month the
board approved the hiring of Richard Woehlecke and he has passed all tests and
his first day on shift was on April 14.
ii.
1. It is believed that a contract has now been finalized
but neither Dr. Shufflebarger nor Ms. Leminger has seen it.
2. Ms. Leminger believes that the board has already
given Dr. Shufflebarger permission to validate once the final review is
complete.
iii.
Chief Brown
stated that the City Council has received complaints concerning the events on
Sunday April 29th. He wanted
to inform the board that research has been done (tapes, dispatch, etc.).
1. It took 24 seconds from call to dispatch and the
first apparatus was on scene within four minutes.
2. Chief Brown has given the board the research to
review in the event any member would receive a phone call.