Meeting Minutes February 2014

02/19/14

 

The regular meeting of the Grand Traverse Rural Fire Board was called to order at 6:00 p.m., by Chairman Tim Trudell, at 4123 Vance Road, Traverse City, MI  49685.

 

Roll call – 8 members, a quorum

 

ATTENDANCE

 

Fife Lake – Linda Forwerck

Grant – Doug Moyer

Green Lake – Paul Biondo

Long Lake – Karen Rosa

Paradise – Tim Trudell

Springfield – Tom Gray

Union – Doug Mansfield

Whitewater – Ron Popp

Chief Theo Weber

Dave Milliron – Accountant

Dave Petrove – Retired FF – Public

 

AGENDA: (Revised) Motion by Long Lake, supported by Springfield to approve the revised Agenda as presented.   All ayes.  Motion carried.

 

MINUTES:    Motion by Springfield, supported by Fife Lake to approve the 2/19/14 Minutes as mailed.   All ayes.  Motion carried.

 

FINANCIAL REPORTS:    Dave Milliron gave the reports.  In the General Operation Fund there was a Money Market balance of $234,296.37.   Cost Controls and line items in balance.  The Fund balance will increase by $9,000.00

Public Improvement Fund balance $1,389.76

Grant Fund balance $5.01

Motion by Long Lake, supported by Union to approve the Financial Reports as presented.   All ayes.   Motion carried.

 

CLAIMS:     Pre-Paid Claims $3,905.75.   Motion by Union, supported by Fife Lake to approve the Pre-Paid Claims of $3,905.75.  All ayes.  Motion carried.

Open Invoices $63,099.28.   Motion by Long Lake, supported by Union to approve the Open Invoices of $63,099.28.  All ayes.  Motion carried.

Payroll:  1/3/14 $7,016.47, 1/16/14 $6,789.82, 1/28/14 $6,729.82.

 

 

Rural Board Minutes 2/19/14   Page 2

 

Correspondence:     Letter from KDP- update for Chief Weber.  Dave sent in an annual confirmation report.   No additional funds are required.

 

R E P O R T S

 

CHIEF REPORT:    (See Activity Report) Chief Weber reported he has updated their infrastructure by replacing every PC in Rural.   All stations have new PC’s and Office 2013 software.   They are using the FireHouse Cloud for reporting.   That is going well, and a lot of training has taken place.  They moved all of their medical reporting (Image Trend) into FireHouse.

Chief Weber reported that the damaged apparatus has been repaired. (E3 & E6)

Chief Weber reported that there has been no major structure fires.

Chief Weber reported that the MIOSHA complaint has been finalized.

Chief Weber reported that it looks like they will only need 30 sets of turnout gear, rather than 60, so the money they set aside can go back to fund balance.

Chief Weber reported they had two retirements – Ron Hollister Station 2, and Tim Shaffer Station 3.

Chief Weber reported the physicals are ongoing and have had 100% compliance, and 100% compliance with the Required Training.

Chief Weber reported they had an in-house ice rescue training with Sheriff Dept. Sgt. Osse, and Station #3 Lt Tom Emerson.  They will have water rescue in the spring.

Chief Weber reported he attended an Autism training for first responders- excellent program.

Chief Weber reported they did a standby at the Vasa Race.

Chief Weber reported they have 6 new members this month, and 5 more in the application process.   He credited Jack OMally’s PSA’s.    They are still light in the Fife Lake and Whitewater areas.   He would like to see a total of 15 fire fighters per station.

Chief Weber reported the Website is a work in progress.

Chief Weber reported he attended a Public Information Officer training.

Chief Weber reported the station uniforms are a work in progress.

 

Chief Weber presented the Board with a proposed Policy for Disposal of Surplus Property.

(See Policy and List of items for disposal).

He would like the Board to approve the draft Policy and list of inventory for disposal.

Discussed computer disposal.  They can overwrite or dispose of the computer hard drives.

Chief Weber said there is an organization who can dispose of old gear.

Mansfield-Union asked if radios and pagers still had crystals.  They don’t.

Mansfield-Union wanted to add some language to the Policy under Computers and related equipment.   “Due to the above, the Department shall destroy any drives, and dispose of the hardware.”    Popp-Whitewater referred to #3 Donation and said it contradicts with #5 Disposal.

Chairman Trudell said to eliminate #3.   Gray-Springfield would like it to read Rural Chief rather than just Chief.    Motion by Green Lake, supported by Fife Lake to approve the Policy for disposal of Surplus Property with changes and additions.   All ayes.   Motion carried.    

Motion by Fife Lake, supported by Long Lake to approve the list of inventory for disposal.

All ayes.  Motion carried.

Rural Board Minutes 2/19/14  Page 3                                                                                    

 

RTC:   Chief Weber reported the RTC met.  They discussed the Budget, which is extremely thin.

They asked the Instructors to put off being paid until they get paid by the State.   He heard the State has increased their funding.  They expect to be paid soon.

 

ATTORNEY:  Excused

 

UNFINISHED/OLD BUSINESS:  * LEASE AGREEMENT – Attorney add 60 day notice to Agreement.   Chief Weber had just received the Agreement from Atty. Young with the Addendum added.  The Landlord approved and it will have a 60 day notice, and 60 days to evacuate the Building.  Motion by Whitewater, supported by Fife Lake to put off until the March meeting.  All ayes.  Motion carried.  The board wants to have a copy of the revised Lease to review before they approve it.  

 

*UPDATE SIGNATURES AND AUTHORIZATION CARDS FOR 4 BANKS.  (See list of Banks and signatures).

 

Motion by Green Lake, supported by Long Lake to authorize the following additions and deletions to account at Chase Bank – Account number: #292778338

Add: Chief/CEO Theo Weber and Chairman Tim Trudell

Delete:  Paul Biondo and Larry Lake

All ayes. Motion carried.

 

 

Motion by Green Lake, supported by Long Lake to authorize the following additions and deletions to account at Traverse City State Bank – Account number: Public Improvement Fund #1031146

Add: Chairman Tim Trudell

Delete:  William Sedlacek

All ayes.  Motion carried.

 

 

Motion by Green Lake, supported by Long Lake to authorize the following additions and deletions to account at Huntington Bank – Account number:  #01182244259

Add:  Chief/CEO Theo Weber and Chairman Tim Trudell

Delete:  Paul Biondo

All ayes.   Motion carried.

 

 

Motion by Green Lake, supported by Long Lake to authorize the following additions and deletions to accounts at Fifth Third Bank – Account number: Grant Fund # 7508916728;

Account number:  Maxsaver Plus #9032509; Account number: #7507117344

Add: Chief/CEO Theo Weber and Chairman Tim Trudell

Delete:  Paul Biondo and William Sedlacek

All ayes.  Motion carried.

 

 

NOTE: Karen Rosa is the Primary on all of the Accounts – no changes required.

Rural Board Minutes 2/19/14  

 

New Business continued: * Possible Electronic Packet.  Chief Weber said the Board would get information quicker.   The meeting minutes could be sent in a draft copy.  Green Lake stated they could try it.   They will need to set it up.  Moyer-Grant said he preferred to get a hard copy packet.   They would include a “read receipt.”   Board agreed to try it.  Names taken for electronic or had copy.

 

OTHER BUSINESS:   Popp-Whitewater stated something was left off the Agenda- the Ad Hoc Committee to study compensation and staffing.  Popp asked who was involved in making up the Agenda, if there were any omissions who he would contact.   Chief Weber said Julie gives him the Agenda and he looks at it, and it was an oversight.   Chairman Trudell said to put it on the March Agenda.   Chief Weber thought he was to gather information and present it in June.

Chairman Trudell said to leave it on agenda to keep it fresh in their minds.

 

No other business.

 

 

 

Meeting Adjourned 6:44