Minutes; Evansville Community Fire District--June 2009

EVANSVILLE COMMUNITY FIRE DISTRICT
Meeting Minutes
Regular Monthly Meeting
June 02, 2009

The regular monthly meeting of the Evansville Fire District Board of Trustee’s was held on June 02, 2009 at 7:00 p.m. at the Evansville Fire Station.

Meeting called to order by President Kendall Schneider. Roll call was taken of those present.

Present Representing

Kendall Schneider (President) Town of Union
Fern McCoy (Secretary/Treasurer) Town of Magnolia
Barbara Jacobson City of Evansville
Dennis Wessels (Vice President) City of Evansville
Phil Hamilton Town of Porter
Jim Topel Town of Brooklyn

Mike Halvensleben (Chief)
Gary Gard

JUNE BOARD OF APPEALS MEETING

June meeting of the Evansville Fire District Board of Appeals called to order by President Kendall Schneider.

Present Representing

Kendall Schneider (President) Town of Union
Fern McCoy (Secretary/Treasurer) Town of Magnolia
Barbara Jacobson City of Evansville
Dennis Wessels (Vice President) City of Evansville
Jim Topel Town of Brooklyn
Phil Hamilton Town of Porter

Mike Halvensleben (Chief)
Gary Gard

No appeals to be heard.

The Regular monthly meeting was called back into session.

MINUTES FROM LAST MEETING

Motion made by McCoy, 2nd by Wessels, to accept minutes of May 05, 2009 meeting as written. Motion carried.


CONTINUING BUSINESS

New grass rig, truck 65, not yet ready for service. Installation of tank, to be installed by firefighters, for rear of truck has not been completed. Lights and sirens have been installed. Some equipment is being removed from current Truck 65.

COMMUNICATIONS FROM CHIEF

2% Dues audit to be conducted by Department of Commerce on June 30.

NEW BUILDING / FIRE STATION

Final draws not ready to be placed; still working with Paulson Construction for completion of projects. Currently, project is approximately $103,000.00 under budget with an estimated $22,000.00 final payment due. Hope to finalize construction loan to building loan in July.

Kitchen repairs have been completed.

FIRE STATION USE POLICY

Board reviewed policy and discussed additional comments.

Motion made by Wessels, 2nd by Hamilton, to waive $100.00 deposit for member municipalities and discretion of Chief. Motion carried.

Checks for building use will be made payable to “Evansville Fire Department.”

Fee for use of building will be based on 2 hour increments. Motion made by Wessels, 2nd by Hamilton, to charge $40.00 per each 2 hour increment. Firefighter present during building use will be paid out of building use fee. Motion carried.

SALE OF 1980 GRASS RIG

Board would like to see sale advertisement in League of Municipalities magazine. Sealed bids will be accepted on rig until August 04, 2009 at 7:00 p.m. Truck will be displayed with “For Sale” sign at July 04 parade. Rig will also be viewable at fire station.

ELECTION OF OFFICERS

Motion made by Hamilton, 2nd by Wessels, to re-elect present officers for 2008/2009. Motion carried.

2008/2009 Evansville Community Fire District Board Officials:
President – Kendall Schneider
Vice President – Dennis Wessels
Secretary/Treasurer – Fern McCoy

BUDGET VS ACTUAL SPENDING REPORT

Report reviewed. Turn-out gear expense is carry-over from previous year. Fuel costs are expected to over-run budgeted amount. All other expenses seem to be on budgeted schedule. End of year reconciliation will likely be needed to re-align budgeted monies.

Chief Halvensleben proposed purchase of new grass rig. Item to be purchased will include snow plow for cleaning of new station lot and driveway. Schneider stated this could be partially funded through state allocation process. Current grass rig will be sold through sealed bid process. Motion made by Schneider, 2nd by Jacobson, to grant Halvensleben authority to pursue bids and investigate state funding options. Motion carried.
Jacobson questioned long-distance expense; why not use cell phones for these types of calls. Halvensleben stated current cell phone billing does not allow for these calls but will pursue updating of current cell phone package.

Dues and Subscriptions Expense is nearly $8,000.00. Over-stated amount is due to incorrect posting of Firefighter Length of Service payments. $7,428.00 has been re-allocated to Firefighter Retirement Fund Expense.

PAYMENT OF BILLS

Motion made by McCoy, 2nd by Wessels, to accept June 03, 2008 payment of bills in the amount of $22,884.41. Motion amended by same and agreed by 2nd to void $180.00 check to Gordon Flesch Company for copy machine maintenance. Total June 03, 2008 bills of $22,704.41. Motion carried.

FIRE CALLS

Motion made by Schneider, 2nd by McCoy, to approve fire calls 44, 50, 52 and 53 as non-billable. Motion carried.

USER FEE INVOICES

Invoices reviewed.

Motion made by Wessels, 2nd by Schneider, to write-off finance charges on paid user fee invoices 7123, 7125, 7129, 7130 and 7133. Motion carried.

User fee invoice 7068 is still being investigated.

Motion made by Hamilton, 2nd by Topel, to submit user fee invoice 8035 to attorney for collection immediately as user is deceased. Collection attempt will be made by attorney through probate. Motion carried.

Motion made by Wessels, 2nd by Hamilton, to send user fee invoice 7109B to collection. Invoice paid but stop-payment on check was received by billing clerk. Motion carried.

OTHER NON-ACTIONABLE BUSINESS PRESENTED TO BOARD

Draft of 2007 Fire District audit has been received. Mitzi will contact Jim Frechette regarding presentation of final audit results for July 01, 2008 District Meeting.

Jacobson received phone call from R A Heating and Air Conditioning regarding bid process for new station. Discussion ensued regarding acceptance of low bid in process; as municipality could District have reserved the right to select local bidder if bids are close. State statutes are in place regarding these issues. City of Evansville is reviewing process.

Motion made by McCoy, 2nd by Jacobson, to adjourn the meeting. Motion carried.






The next regular meeting of the Evansville Community Fire Protection District will be July 01, 2008 at 7:00 p.m. at the Fire Station.

Agenda:

Board of Appeals Meeting
Minutes from the last meeting
Continuing Business
Communications from Chief
New Building / Fire Station
2007 Final Audit Report
Payment of Bills
Fire Calls
User Fee Invoices
Other Non-Actionable Business Presented to Board
Adjournment

TO AVOID A $500.00 USER FEE, CALL 757-2244 FOR ALL CONTROLLED BURNS