White River Township Fire Protection District
Board Meeting Minutes
May 6, 2008
District Board Members Present:
Rev.
Dr. Chuck Shufflebarger
Paul Kite
Butch Sutton
Jeremy Pell
Scott Cassin
Eric Brown
Joel Thacker
Jim Engmark
Scott Tichenor
Scott Wiegle
Chris Phillips
Crystal Young
Others Present:
Brian Bosma
Steve Dyson
Note: Motions are italicized and in blue.
Dr. Chuck Shufflebarger called the meeting to order at 7:10 p.m.
i.
There was an
addition of the Cadet program into the balance sheet.
ii.
The leadership
of the program asked if the department would absorb the bank account so they
would not have that responsibility.
i.
The 10000
category is well under budget currently due to the 38th position
that is still open.
ii.
The 20000
category for supplies in vehicle maintenance there is showing $17 thousand over
budget.
1. The overage is due to the fact that the department
has hired a mechanic to do most of the maintenance that usually had the truck
sent out for service.
2. To do the routine maintenance tools and items such as
break shoes and filters have been purchased.
3. When you look at the 30000 category for vehicle
maintenance service it is currently under by $10,000.
4. Both categories should more than equalize in time.
iii.
The 30000
category is showing an overage in natural gas, electric, and water.
1. This is due in part for having to pay for these
utilities for the
i.
There was an
addition of the appropriations from last months meeting.
i.
The department
sent out an invitation to quote for the project. In the time since the closure of the bid the department
has received three bids which are included in the meeting packet (pg 16-19).
1. TPI - $49,850
2. Clear Water Solutions, Inc - $58,360
3. JDH Contracting, Inc - $69,503
ii.
Chiefs Pell and
Brown have reviewed the bids and believe that TPI is a good choice along with
being the lowest bid.
1. They have worked with
2. There will be a video of the sewer line used for
warranty purposes that the department will have a copy of in case there are any
issues.
3. They stated that it should take eight weeks from
start to finish.
iii.
Mr. Sutton asked
if we are just abandoning the current septic system.
1. Chief Pell stated that it is currently in failure and
is costing the department $15,000 a year in repair costs. Due to the fact it is in failure the
department will basically abandon the system.
iv.
The process will
bore the line and connect with
1. Chief Brown stated that there is a $24,000 sewer
accessibility fee with
v.
Chief Pell
recommends going with the TPI bid and will talk to Ms. Leminger concerning any
contract or agreement that may be needed.
1. Mr. Bosma stated that there is a short form contract
for projects such as this.
vi. Butch Sutton motions to follow the recommendation contingent on the short form contract and give the chair the authority to sign the agreement. Paul Kite seconds.
vii. All in favor and motion carries.
i.
A residential
appraisal has been completed and given to the board.
ii.
Chief Pell
looked into the zoning issue contacting the Johnson County Planning and Zoning
Board.
1. Generally speaking the zoning board does not spot
zone. The chances of them zoning that
property commercial are slim.
2. A mixed use variance is a possibility but the
variance goes with the owner. If the
department would go for the variance the property would loose it once it was
sold and the buyer would have to get their own variance.
iii.
Chief Pell
reviewed the minutes and was directed to contact the bidder that missed the
last two processes to see if he was still interested and he is.
1. Chief Pell stated that he has also shown the property
a couple more times since the last meeting.
iv.
Mr. Sutton
reiterated that there have already been two processes for bids to which Chief
Pell replied yes.
1. Mr. Sutton asked Chief Pell would recommend as a next
step.
2. Chief Pell recommended doing another bid process with
a minimum bid. The board should reject
the current bids, advertise aggressively and post with a minimum bid.
3. Dr. Shufflebarger asked Chief Pell what he
recommended as a minimum bid.
a. Chief Pell stated that $100,000 sticks in his mind as
a reasonable number.
4. Mr. Sutton asked if the department was bound by
anything to except the bids.
a. Mr. Bosma asked if the $105,000 bid was valid. Chief Pell responded that the bid came in
after the cutoff time.
b. The bidder knows what the highest bid is and he is
not sure what he will do for the next process.
5. Chief Pell stated that if the department sets a
minimum bid, any bid we receive would be an amount that is acceptable to the
board.
a. Mr. Dodson asked where we would advertise.
b. Chief Pell stated that we could on the website and
possibly the Star and the Journal.
v.
Mr. Dodson
suggested going with a real estate broker and spending the 6 or 7%.
1. The board could still set a $100,000 bid but the
agent would do all the advertising.
2. Mr. Bosma stated that there are procedures for
employing an auctioneer but nothing specific about hiring an agent.
a. He said that the department would still have to go
through a bid process.
b. Mr. Kite asked if a minimum could still be set if we
went with an agent.
c. Mr. Bosma stated that a public auction is still an
option and a minimum could be set that way to.
vi.
Dr.
Shufflebarger believes the board should try one more time and set a minimum bid
that Chief Pell believes is fair.
1. Mr. Sutton asked if the bid process would take up to
60 days.
2. Mr. Bosma stated that there would be two publications
seven days apart and a minimum of 10 days after the second publication the bids
can be opened.
a. Either a Broker or an Auctioneer must still follow
the terms of property disposal
b. Chief Pell asked if an agent is retained they would
be given 60 days and a minimum bid. The
agent would then be able to recruit buyers.
vii.
Mr. Sutton
suggests the board advertise with the minimum bid. He doesn’t see the value of an agent in this
process.
viii. Chuck Shufflebarger motions to repeat the process one more time at the recommended minimum bid suggested by Chief Pell. Paul Kite seconds.
ix. All in favor and motion carries.
x.
Chief Pell asked
if he could release the residential appraisal.
1. Mr. Bosma stated that it wouldn’t hurt the process
and would more than likely be beneficial.
xi.
Mr. Bosma stated
that after the selection the board will have to have one more public hearing if
the bid is under the appraised value.
This process is just protection from selling to someone specific under
value.
i.
During the staff
retreat in January the Special Operations program was discussed.
1. Everyone believes it is a good service to provide to
the public and each separate discipline of the program was prioritized.
2. Most of the program is paid for through grants.
3. All of the donut counties rely on IFD for Special Ops
and that could cause an issue with multiple responses and the distance at which
they would have to travel to come to
a. White River Township Fire Department is also the only
collapse team between
ii.
The current
truck is ten years old and needs replacement so the staff looked to see if
there was anything already in house that could be used and the TSU was
suggested.
1. Modifications made to the truck could make it a
viable option.
iii.
The department
would dispose of the current 1998 Heavy Rescue and special events trailer. (Page 20 of the packet shows the conversion
budget)
1. A bid process for the sale of the Rescue would be
completed and should bring in $80,000.
2. A larger special operations trailer would be
purchased and some funds would be spent to convert the TSU to a Rescue.
a. The trailer would be 26’ to 36’ and weight would not
be an issue due to the fact that both current vehicles will be able to tow a
goose neck trailer.
b. The department will then be short one large apparatus
but all the support vehicles will be the same.
c. Additional funds will be saved by not having
insurance and maintenance costs for that apparatus.
3. The TSU is a 2005 and is in good operating condition.
4. This program will provide the guys with the tools
they need such as lights and air bottles.
a. The practical service to the community has not
changed and will be just as helpful.
iv.
The TSU is the
same type of vehicle as the Rescue.
1. The surrounding departments will lose the use of the
TSU (lights and air) but that was not the original purpose of the truck.
2. The truck will continue mutual aid for rescues but it
will not be out of the community for long.
v.
The trailer will
be needed for additional space. The TSU
will be full.
1. Fire investigations will still have equipment on the
TSU. That department would like to
replace their current vehicles with Ford F150 with a shell to hold the fire
investigation equipment once they come up for rotation.
vi.
Mr. Sutton
believes this project falls into the stuff that was talked about during the fire
chief process.
vii.
Dr.
Shufflebarger asked how long it would take to complete the conversion.
1. Chief Thacker stated that once the parts have been
received it should take 30-60 days.
2. He also asked if there were an interested party for
the Rescue and there is.
viii. Butch Sutton motions to proceed with the project of the TSU conversion and placing the Rescue on the Market. Chuck Shufflebarger seconds.
ix. All in favor and motion carries.
i.
Chief Pell has
been attending the
ii.
The last meeting
had John Price and Troy DeHart in attendance because of their concerns about
the level of ambulance service.
iii.
The decision was
made by the Johnson County Chief’s Association to set up a long term committee
to look at the issue over the next five years.
1. A small group will be established for immediate
concerns such as
iv.
Mr. Sutton asked
if there might be a way that an ambulance service may not have to be funded
through the department but as a larger project.
1. Chief Pell stated that it may be possible since there
is a view that it is a county wide issue.
2. Rural Metro is working but it is a user fee based
system and if we (the county) want more it will take supplemental funds.
3. Dr. Shufflebarger stated that the county looked at
doing it themselves but could have a vender.
4. Mr. Sutton asked if there could be a system to cover
the whole township.
a. Chief Pell has spoken to Chief White who was not
against it but not really interested.
v.
Chief Pell will
keep the board notified of any new information.
vi.
Dr.
Shufflebarger asked if the expertise was there to do a county wide set up.
1. Chief Pell stated that between him and Chief Dhondt,
Chief White and Franklin they should have the expertise to get the program
started.
2. Chief Pell will continue to get together with the
other interested parties and come up with a county wide solution.
vii.
The issue of
Ambulances has been addressed during the last three Johnson County Chiefs
Association meetings.
1. They want to put together a long term plan including
county officials, fire chiefs, and Rural Metro.
2. Dr. Shufflebarger believes that is the way to go if
possible. Mr. Sutton agrees.
3. Chief Pell will stay involved in the committee that
could last several years.
a. He will still look into the ambulance program with
Chief Cassin to get the numbers together so there is an option if Rural Metro
were to pull out.
i.
The department
was rejected for the grant with the form letter stating that no funds were
available.
ii.
The ambulance is
not out of the question but being rejected for the grant makes it more
difficult to set up.
i.
Tax cap (circuit
breaker legislation) – Credit for homeowners, local is subsidized by the state
if the breaker hits. There will be lost
funds but the amount should not affect the department very much.
ii.
Mr. Sutton asked
to get to the caps, does the county have to have all the budgets together. How are they allocated?
1. Mr. Bosma stated that it is the regular process. The rates are set and there will be a short
fall if the caps are hit. Loss to local
units of income for White River Township Fire Department is 0.7% in 2010.
2. Mr. Sutton asked if the shortfall is shared
proportionally throughout the county.
Mr. Dyson stated that White River Township Fire District will get a % of
the loss based on their percentage of the combined budgets.
3. Mr. Sutton asked how it affected debt issued.
a. Mr. Dyson stated that the process is the same. Two – 12 million will have the same process
and no DLGF approval when the department repays the debt and there could be a
levy to pay the project.
b. The General Fund will take the loss and so will
everyone else in the taxing district.
4. Mr. Bosma stated that non-elected board capital
projects (bond or lease) will have to be approved by the county council. He will confirm that before the next capital
project.
a. Anything less than 5 years does not constitute debt
under the debt statute.
5. Any debt under the Cum Fund will be funded first if
the cap is hit.
a. CAGIT, Local option income tax could cover property
tax replacement funds.
b. 2009 – PTRC (property tax replacement credit) is
eliminated and may be replaced by a local income tax.
iii.
Public Safety
Units
1. County Council can do local income tax for Public
Safety.
2. Non-municipal entity may not get share.
a. Mr. Bosma suspects that it
may be the case in a Fire Protection District.
iv.
$12 Million
referendum is levied outside the circuit breaker.
v.
Property tax
relief
1.
2. The biggest change is 35% of the next $600,000.
vi.
Mr. Sutton
stated that the tax rate could have you paying more.
1. Mr. Bosma responded that once the cap is hit it
doesn’t matter.
a. Seniors are getting a tax break (confusing issue)
b. Levies were eliminated
2. Net AV is going down (Homestead Credit), rates are
going up.
3. He is not sure where the total district rate is going
to fall.
vii.
Dr.
Shufflebarger wanted to know how close to the caps the district was.
1. Mr. Dyson stated that 2010 is when the district
starts to loose slightly.
a. The 1% is close to even. $30,000 shortfall is the estimate.
viii.
Mr. Bosma
suggested that if others are starting building projects under the $12 million
cap to keep an eye on them because that will start taking more money away from
the district.
ix.
Chief Pell
stated that based on the discussion and the change in the DLGF the department
is not sure the budget will be approved.
Due to that possibility the department is:
1. trying to be conservative
2. needs vs. wants
a. getting the tools the guys need to protect the
community
b. if it is wanted it is not an automatic no, but it
will be checked on how it will effect the budget
c. no new computers have been purchased
d. trying to get grant for PPE instead of paying for it.
3. internal resources are being looked at to meet needs
(Rescue Truck)
4. The department needs to be able to answer to the tax
payer, media and the board.
5. The department is trying to be cautious and healthy
financially and being diligent in deciding needs vs. wants.
x.
Pg. 3 of the
Fiscal Plan
1. Increase in 2009 personal services has not been
included until decided by the District Board
2. Supplies are up 3%
3. Other up 4%
4. Capital Outlays are constant
5. Ending operating balance is overstated until personnel services is established.
6. 2010 – put in increase in personal services so the
number isn’t too high (stay within the max levy increase)
7. 4% increase in max levy should keep the General Fund
in healthy balance.
xi.
Pg. 5 of the
Fiscal Plan
1. Special Fire Loans (1 fire loan left)
2. Income tax will decrease
a. CAGIT will decrease some but should level out and
debt will be off.
3. Building Debt Fund
a. 2005 Fire Loan
b. Station, training facility
i.
Not sure any payments
before 2011 – payments will be in fund, current will be paid off in 2011
xii.
Pg. 9 of the
Fiscal Plan
1. Cum Fund
a. Without any input from the board.
b. Constant $300,000 for ’09, ’10, ’11 (change could
depend on purchases in any specific year)
c. Maintain or grow some
xiii.
Pg. 10 of the
Fiscal Plan
1. Rainy Day Fund
a. Surplus
xiv.
Pg. 17 of the
Fiscal Plan
1. Calculate max levy over next few years. (Bottom –
Circuit Breaker credits)
2. 2011 number could change
3. Max levy is calculated the same
4. Reduction in bill and reduction in our revenue
xv.
Budget timeline
1. June meeting – Department/ Board
2. July – introduce in public meeting
3. August – adoption
4. There is room in the schedule to have another meeting
xvi.
Mr. Dodson and
Mr. Kite
1. Previous discussion as to the total expenditure in
regard to salary and personnel expenses.
2. They will come up with a total number per position
and the senior staff can manipulate that to fit under the number.
3. They gave Chief Pell an assignment to gather data,
like a salary survey, on healthcare.
a. The assessed evaluation should be like departments to
like departments.
i.
ii.
iii.
Perry
iv.
Brownsburg
v.
vi.
b. Once the numbers are together they will come up with
an idea.
4. Mr. Dodson will meet with them in the next couple of weeks
and have a number for the next meeting.
5. Chief Pell wants to identify something fair.
a. The system needs to stay intact.
b. The department provides the best services to the
community by taking care of the guys.
i.
If the needs of
the guys are met they will be happy to help save money in the budget.
ii.
If they go
backwards and get cut they will be dejected and the district won’t get the same
level of work out of them.
i. Fire Extinguisher Training System
1. Chiefs Thacker and Brown pulled together a system.
2. It is an electric system to teach how to use fire extinguishers and can be used with the public.
3. There is money in both the training and fire prevention fund to purchase the system.
4. The quote is for $11,390.
5. Chuck Shufflebarger motions to purchase the Fire Extinguisher Training System.
6. Mr. Kite asked who the audience for the product would be.
a. Chief Brown stated that it could be used in schools, nursing homes, business etc.
7. Paul Kite seconds.
8. All in favor and motion carries.
ii. Meet and Confer
1. Mr. Bosma summarized that in accordance to the Meet and Confer law in the event the union wants to recognize and exclusive bargaining agent there is a meet and confer requirement that must be followed before the budgeting process.
2. Chief Pell stated that the department has not gone through the process that the legislation requires but that the union here can petition to request the department hold an election to elect an official bargaining agent. Once the union requests an agent that gets the ball rolling and the department holds an election and members elect the bargaining unit. That agent is then recognized by the district for Meet and Confer.
a. Mr. Bosma agreed with Chief Pell’s assessment.
3. Chief Pell has not received a request for the process but has spoken to Chief Hart who also attended the conference and stated that the union may be interested.