Watertown Charter Township
Minutes of Board of Trustees Special Meeting
Joint meeting with the Eagle Township Board of Trustees
November 25, 2008
6:00 P.M.
Call to order: The meeting was called to order at 6:00 P.M. by the respective supervisors with the Pledge of Allegiance.
Watertown charter township board members present: Supervisor Adams, Clerk Freeman, Treasurer Thelen (arrived 6:05pm), and Trustees Weitzel, Mitchell, Maahs and Westrick.
Eagle township board members present: Supervisor Schafer, Clerk Simmons, Treasurer Smith, and Trustees Colby and Therrian.
Also present: LGRFA Chair John Clark, LGRFA Chief Steve Fabiano and Watertown Charter Township Manager Jennifer Tubbs.
Citizen’s comments: none
Pending business: none
New Business:
Board members introduced themselves.
1. LGRFA Audit. Schafer asked if there were any questions on the audit. Schafer commented that the Eagle Township Board accepted the audit. Adams stated that the Watertown Charter Township Board also accepted the audit and placed it on file.
2. Financial Report: Adams asked John Clark, Chair of LGRFA, where the budget stands. Presently, they are approximately $11,000 ahead of the budget. They have had savings on health care and personnel. Equipment costs have been more than expected.
3. 2009 Budget: Schafer stated that the Eagle Township Board approved the LGRFA 2009 Budget and Watertown Charter Township also approved the 2009 Budget with some additional criteria. Simmons explained their attorney’s opinion is that since Watertown Charter Township made stipulations on a line item that the 2009 LGRFA Budget is not actually adopted at this point. The opinion is that the stipulation placed by Watertown Charter Township is a rejection of the budget and leaves it unresolved. There is one month left before the new fiscal year. Schafer handed out the historical use. Their Board does not look at the line items because the Authority has been under budget and returned unused funds. Eagle Township feels that the Authority has done a good job and they trust them to continue. Eagle Township leaves the LGRFA 2009 Budget approved as it stands. Weitzel explained that the only point of contention is the $4800.00 auto mileage reimbursement because there is no accountability and no historical basis for this amount. The Watertown Charter Township Board is not denying mileage reimbursement. They just want accountability under the IRS Standards. The $400.00 per month reimbursement would then actually be a salary increase and with the chief’s 3% salary increase, this would bring it to a 12% salary increase. Adams agreed that the remarks represent the discussion at the Board level. Mitchell asked if the mileage would come out of that line item. Simmons thought that the chief is using his personal vehicle to transport equipment and this is abusing his vehicle and the IRS standards are not covering that use. She is uncomfortable with an employee using a personal vehicle as a work piece of equipment. Clark explained how he arrived at the figure. It is based on lease figures. The question was how to reimburse. He is suggesting that transporting equipment should be done by department vehicles. Adams suggested that the chief’s vehicle shouldn’t be used in that way. Clark has instructed the chief to not use his personal vehicle for transporting equipment. Weitzel feels that is the solution. Schafer suggested moving the $4800.00 to #725 Staff Travel. Simmons suggested that all that needs to be changed is to re-align that line item of $4800.00. Adams added that the budget needs to go back to the Authority to take action on that line item and then send the amended budget to each township for approval. Simmons asked that it be retroactive to January 1, 2009.
4. Operations of Department. Clark explained that they haven’t gone forward with getting new fire truck stats until they hear about the status of the grant. He explained that the chief and the committee have been asked to explore options on new and used vehicles. Fabiano said that they are looking for an engine. The approximate cost of the vehicle is $400,000. The grant is worth the wait. The condition of other vehicles was discussed. The equipment committee is Steve Fabiano, David Morris, Ken Mitchell, and Billy Crego. Weitzel asked if Eagle Township’s membership on the authority would remain the same. Schafer hasn’t heard, but she feels that it will remain the same. Watertown Charter Township will discuss their membership at the December board meeting. Thelen asked about the staffing. They have three full-time and nineteen part-time. Fabiano feels that the department is doing well.
5. Future of the Looking Glass Regional Fire Authority. Schafer spoke of the five year plan. It was a business plan. She asked if a subcommittee should be formed for a future plan. Therrian felt that the plan should be based on growth. Colby feels that the Authority should look into sharing of equipment. He is talking beyond mutual aid. Thelen feels that a five year plan is needed. Adams feels that they have a three year plan with the re-negotiated contract. She feels the appropriate time to re-evaluate is closer to the end of the present contract. Growth would just be guesswork. Presently, there is no new growth and no one knows when it will turn around. The present agreement expires December 31, 2011.
Adjournment- The meeting was adjourned at 7:20 p.m.
Date approved: 12/15/2008 ___________________________
Deborah Adams, Supervisor
______________________________
Melissa Freeman, Clerk