White River Township Fire Protection District

Board Meeting Minutes

April 1, 2008

 

District Board Members Present:

Rev. Jim Dodson

Dr. Chuck Shufflebarger

Paul Kite

Butch Sutton

 

White River Twp Fire Department Employees Present:

Joel Thacker

Carey Slauter

Mark Hart

Jason Bailey

Chad Witham

Josh Justice

Crystal Young

 

Others Present:

Steve Dyson

Jeff Logsdon

                                                                                                                                

Note:  Motions are italicized and in blue.


 

 

Rev. Jim Dodson called the meeting to order at 7:00 p.m.

 

   

              

  1. Approval of Minutes from March 4th Meeting
    1. Paul Kite motions to approve the minutes.  Butch Sutton seconds.
    2. All in favor and motion carries.

 

  1. Financial Update
    1. Page 11 of the packet shows the Balance Sheet
    2. The Budget Report is on page 12.
    3. Mr. Sutton asked what the difference was between the Debt Fund and the Building Debt Fund

                                                              i.      Mr. Dyson stated that the Debt Fund was all the debt before 7/1/05 while the Building Debt Fund is all the debt after 2005.

1.      CAGIT is calculated on the new debt.

                                                            ii.      Fire Loan and the Capital Project Fund is cash up front.

                                                          iii.      The Debt funds are payments on funds.

    1. Mr. Sutton asked where the Rainy Day Fund came from.

                                                              i.      When the DLGF looks at CAGIT and more funds have been collected than originally calculated the department will get an excess distribution and by statute the funds are required to be placed in a separate fund (Rainy Day Fund).

1.      The last couple of deposits have been excess CAGIT

2.      Dr. Shufflebarger stated that the board started the fund originally but it continues to grow due to the CAGIT.

    1. Budget Report (extra copy)

                                                              i.      The interest accrual was only $6100.  The rate was 5% but has dropped to 2 ˝ %.

                                                            ii.      Expenditures – Personal Services stands out.

1.      It is managed on a month by month basis and it is currently down $3000 and Y-T-D $21,000.  This is due to the empty spot.

2.      Dr. Shufflebarger asked if the OT was caused by being short.

a.      Chief Thacker stated that being short was one of the reasons along with accreditation work and the last couple of weeks there has been illness and injury.

3.      Another category to look at is the 20000 – Vehicle Maintenance.

a.      The department is working on getting supplies to be self sufficient.

                                                                                                                                      i.      Jeff Bowden has already started taking care of a lot of issues and will be a great help in reducing costs.

b.      The Ladder was painted.

                                                                                                                                      i.      The reimbursement for the $8000 is already in the works.

4.      Mr. Dodson questioned Employee Physicals; he asked if it for the hiring process.

a.      Chief Thacker stated that the expense was for both new hires and annual physicals.  All FT and any PT that does not get an annual physical any where else receive an annual physical.

b.      Mr. Dodson asked how it related to the departments insurance coverage.

                                                                                                                                      i.      Chief Thacker stated that it is all part of the wellness and the smoking cessation programs.

                                                                                                                                    ii.      This physical does differ from the annual physical through the insurance and it is currently funded as a budget item.

5.      Under Other Services – Commercial Property

a.      This is currently over budget due to the way it is billed.  The bill comes at various times with varying amounts and is hard to budget. (30014)

6.      Other stand outs are utilities and training and education.

a.      For Training and Education much of the expense comes at the beginning of the year and FDIC is a large chunk of the training.

b.      For Utilities a chunk of the expense is for Old Station 51 that was not originally entered into the budget along with the Natural Gas category since it is colder at the beginning of the year and will even out over the next few months.

7.      Mr. Kite asked about the policy or procedure for Workman’s Comp.

a.      Chief Thacker stated that he reviews services with the insurance company and in house.

                                                                                                                                      i.      In 2006 the department had 10 injuries and in 2007 there were 3.

                                                                                                                                    ii.      He hit retraining and safety hard after 2006 which resulted in the reduction of injuries.

                                                                                                                                  iii.      Also some of the previous years large cost was the transfer of a couple of guys by ambulance which was ridiculous cost wise.  We are now taking them in our own vehicle if necessary.

                                                                                                                                   iv.      Chief Thacker is part of the review process and sees all of the issues so he can then set up training for that issue.

                                                                                                                                     v.      He is also looking for preventative issues in Health Insurance.

8.      Dr. Shufflebarger believes the Property Insurance agent should be able to his the number a little closer, at least for the quarter.

a.      Chief Cassin currently takes the cost and divides it by 12 but there is no regular cycle and some is pre-paid in the beginning.

b.      There is an annual audit with Jones and Assoc on the numbers and they will not go over those numbers.

    1. Capital Outlays

                                                              i.      Page 14 shows both appropriated and unappropriated amounts which will be covered with a resolution tonight.

                                                            ii.      There is still a small outstanding amount for landscaping for which the department has not yet received a bill and JE Mechanical that is still in question.

 

  1. Old Business
    1. Battalion Chief appointment

                                                              i.      Chief Slauter stated that he and Chief Pell both interviewed the candidates and recommend Capt. Mark Hart for the position.

                                                            ii.      Paul Kite motions to promote Capt. Hart to the position of Battalion Chief with the permanent rank of Captain.  Chuck Shufflebarger seconds.

                                                          iii.      All in favor and motion carries.

    1. Station 53 sewer quotes

                                                              i.      No bids were received on the project and Chief Pell is not sure why.  He plans on following up with the companies contacted and discuss the project.

                                                            ii.      Mr. Logsdon stated that the cut-off for projects has been raised to $100,000 so if no bids were received the department can proceed in the market place as long as the project stays under that cut-off.

                                                          iii.      Chief Pell did speak to someone concerning the project and there were no issues with the cost as far as he could tell.

                                                           iv.      Mr. Sutton asked what the board would need to do if the project exceeds the cut-off.

1.      Mr. Logsdon stated that another bid process would need to take place but that it is not likely to go over that amount.

    1. Runyon Rd. property disposal

                                                              i.      On March 17th bids for the property were opened.

1.      $37,300

2.      $55,000

3.      $66,500

                                                            ii.      Based on the initial appraisal these bids are disappointing but the property was originally appraised as a commercial property.  The property is not zoned commercial and won’t be.

                                                          iii.      Another option is to have the property appraised residential and Chief Pell has already set up for an appraisal.  It will be a couple of weeks until that will be completed.

                                                           iv.      Mr. Dodson stated that a mixed use is a possibility.  Someone would be able to store equipment in the garage and have offices upstairs.

                                                             v.      Mr. Sutton asked how a commercial appraisal could even be done on a property that wasn’t even zoned commercial.

1.      Chief Thacker stated that he believes that it was done that way on assumption.

2.      Dr. Shufflebarger asked if we paid for a commercial appraisal.  Chief Thacker was unsure.

3.      Mr. Kite stated that there is currently a special zoning on the property for the firehouse but he is sure they will change the zoning for mixed use.

                                                           vi.      Chief Thacker stated that the options are to put the property on the market, sell it to the highest bidder, or lease the property.

1.      After the bid closing there were a couple more interested parties that contacted the department.

2.      Someone is also interested in leasing the property for residential use.  Dr. Shufflebarger is not interested in being a landlord.

                                                         vii.      Mr. Dodson stated that the department should get the appraisals to see if everyone is giving the appropriate value to the property.

                                                       viii.      Mr. Sutton also recommended speaking to the guy wanting to purchase the property for $100,000 to see if he is truly interested.

                                                           ix.      Mr. Dodson asked what restrictions there where.

1.      Mr. Logsdon stated that bids can be left open for 90 days.  At this time the board cannot go to the $100,000 option because it would be like an end around.  At this time there are three bids, they can be rejected and the board can start another process.

2.      Dr. Shufflebarger asked if the board could reject the bids.

3.      Mr. Logsdon stated that the bids can be rejected or they can be left open for up to 90 days.

                                                             x.      Mr. Sutton stated that the board should wait at least 30 days to see if the appraisals come in around the bid numbers.

                                                           xi.      Mr. Dodson Opened a Public Meeting concerning the Runyon Rd. property at 7:30.

1.      Cristina Ponto, whose own property adjoins the Runyon Rd. property, has had some concerns with the people who have been looking at the property and asked if the zoning for the property were to change would they be notified.

2.      Dr. Shufflebarger stated that they would be notified but that it would be a different committee during another hearing.

3.      Currently the property is R2 and it must be a residence.

4.      Mr. Logsdon stated that there must be a notice to all surrounding residences if there is to be a change.

a.      A variance would fall into that.

5.      Dr. Shufflebarger stated that the main issue in disposing of the property is that the new owner would be taking the risk of the new zoning but that it would be up to them.

6.      There were no other questions.

7.      Mr. Dodson Closed the Public Meeting at 7:35.

                                                         xii.      The issue was tabled until next month.

 

  1. New Business
    1. Assistance to Firefighter Grant

                                                              i.      Starting the first week of March there was discussion among the senior staff to try for another grant.

1.      The first idea was for SCBA but with recommendation and comments from others who had already gone through the process it was decided that the equipment the department currently has is too new and would be put at the bottom of the list.

2.      It was decided that the department would then try to receive grant money for the purchase of new turnout gear.

                                                            ii.      Chief Slauter and Crystal have completed most of the application and have only the narrative left that Chief Slauter will be working on over the next couple of days.

                                                          iii.      The grant application will ask for 80 sets of gear

1.      This number will bring all firefighters up to 2007 revised NFPA standards and provides interoperability.

2.      By the time the grant is awarded and the department is able to purchase the turnout gear several sets will be past their 10 year lifespan.

                                                           iv.      The sets are $2095 per set for a total of $167,778.

1.      The department will be responsible for a minimum of 10% or $16,777.

2.      The recommendation is to raise the matching to 15-20%.  Mr. Dodson believes this will heighten the likelihood of receiving the grant.

                                                             v.      Mr. Dodson asked Chief Pell to give him the logic of the plan and the long term budget response.

1.      Funds can be stored away.

a.      An allotment can be made per year or a purchase can be added every five years for replacement.

2.      Everyone on the board should have received an e-mail.

3.      The due date for the grant application is Friday and he is in support of the plan.

a.      Every 10 years the gear needs to be taken out of service.

                                                                                                                                      i.      Each set should be on the front line for 5 years then a back-up for another 5.

                                                                                                                                    ii.      This will cover all firefighters in operations from Captain down.

4.      Dr. Shufflebarger asked if there had been a plan for incremental replacement.

a.      The plan was to replace 10 sets of gear per year.

b.      Mr. Sutton asked if the money came from the Cum Fund.

                                                                                                                                      i.      $40,000 was budgeted for turnout gear.

                                                                                                                                    ii.      The budget is spent on new gear along with repairs of gear.

c.      Chief Slauter stated that the department looked into leasing to purchase but there was a hefty cost that went along with that plan.

                                                           vi.      Mr. Dyson asked if the $40,000 budgeted in ’08 could be used for the matching funds for the grant.

1.      Chief Slauter stated that the grant requests 80 sets of gear and 20% matching funds would total $33,555.

2.      The original idea was to try for the SCBA but the department was given advice that ours are too new and we would be put on the bottom of the list.

                                                         vii.      Mr. Sutton stated that the department would be approximately $7,000 ahead if the department were awarded the grant so he agrees the department should proceed.

                                                       viii.      Butch Sutton motions to authorize the department to complete the Assistance to Firefighter Grant Application for turnout gear with matching funds at 20%.  Chuck Shufflebarger seconds.

                                                           ix.      All in favor and motion carries.

    1. Appropriation of funds for Station 51 construction & Station 53 sewer project

                                                              i.      Mr. Logsdon presented the additional appropriations resolution to the board for $300,000 for Capital Outlay purchases.

                                                            ii.      Paul Kite motions to approve the additional appropriations.  Chuck Shufflebarger seconds.

                                                          iii.      All in favor and motion carries.

                                                           iv.      Mr. Dodson opens the Public Hearing on the Appropriations for the Special Fire Fund.

1.      No comments from the public.

                                                             v.      Mr. Dodson Adjourned the Public Hearing

    1. Other New Business

                                                              i.      No other new business.

  1. Adjournment
    1. Meeting adjourned at 7:52 by Rev. Dodson.

 

  1. Next meeting will be May 6, 2008 at 7 p.m.