LOOKING GLASS REGIONAL FIRE AUTHORITY

7720 W. Grand River Hwy

Grand Ledge MI 48837

 

Minutes of Looking Glass Regional Fire Authority Meeting

January 17, 2007

6:00 p.m.

 

CALL TO ORDER:  The meeting was called to order at 6:00 p.m. with The Pledge of Allegiance.

 

ROLL CALL:              Board Members Present:  Pat Hazen, Jean Husby, John Clark, Deb Adams, and Dave Morris, with Billy Crego absent. 

 

PUBLIC COMMENT:  None

 

CORRESPONDENCE:  A letter concerning the LGRFA Investment Policy, which is on the agenda, was received from Shannon Rodriquez.  Clark stated that there is a Capital Area Regional Emergency Medical Services & Fire Protection Cooperation Study provided, which concerns a meeting that the Board members attended last month.  Clark noticed there are several township and cities participating in a regional program of cooperation and a number of topics dealing with central purchasing; a central garage and ways to combine services to get rid of a lot of boundaries.  There is no operating agreement at this time, only discussions.  Adams added that the study is primarily funded by MSU-$48,000.00 to do this study.  MSU has asked Watertown Township for a contribution of $500.00, which Watertown has approved.  Fabiano stated that they plan on having the final report done by the end of May, 2007.

 

AGENDA APPROVAL:  Motion by Morris, seconded by Adams to approve the agenda as presented.  Motion passed.

 

APPROVAL OF MINUTES:  Motion by Hazen, seconded by Adams to approve the regular meeting minutes of December 27, 2006 as presented.  Motion passed. 

 

APPPROVAL OF BILLS:  Motion by Hazen, seconded by Morris to approve the bills that were paid January 9, 2007 and the bills yet to be paid as presented.  Motion passed.

 

REPORTS: 

Chief’s Report

      Fabiano commented that they responded to 51 calls in December, with         the total for the year at 499.  He is working on the annual report. 

 

Chair’s Report

 

 

PENDING BUSINESS: 

1.      Health care quotes for board members - Clark commented that the recommendation of the budget committee is to give the business to the current agent utilizing a health savings plan number 2 with a high deductible. 

2.      Update on firefighter contract - Clark provided the board with a copy of the firefighter’s contract which has been ratified.  Motion by Adams, seconded by Morris that the Chair be authorized to sign the agreement between Looking Glass Regional Fire Authority and the Looking Glass Fire Fighter’s and Paramedics FAOM  for January 1, 2007 through December 31, 2007 after confirming that the agreement is consistent with the tentative agreement reached between the bargaining committee and the fire fighter’s bargaining committee.  Motion passed.

3.      Chief’s Evaluation - Clark provided the Chief’s evaluation at the meeting.  He stated that there were some goals last year, which have been achieved, some of which need to be resolved in 2007.  The committee (John Clark and Pat Hazen) has made a note about improving communications with the Board.  The overall assessment is that the Chief is continuing to provide the leadership and financial responsiveness to effectively administer the department.  Motion by Morris, seconded by Hazen to support and accept the Chief’s evaluation.  Adams would like to wait on this as they were just provided the evaluations and she hasn’t reviewed them yet.  Motion withdrawn.  Motion by Morris seconded by Hazen to leave the Chief’s evaluation as a pending item until the next Board meeting to provide time to review the evaluation.  Motion passed. 

4.      Budget Adjustments for the carbon dioxide venting system and computer purchases - Clark stated that Watertown has passed that motion.  Eagle will not meet until next month.  Clark suggested the chief confirm availability of the needed materials so when this item is passed, they will not have to wait as long for parts to come in.  Adams stated that LGRFA already approved the purchases as has Watertown, so as soon as Eagle Township approves, the items can be purchased; it doesn’t need to come back to the LGRFA Board.

 

 

NEW BUSINESS: 

  1. Discussion/Action on Chief’s budgeted raise - Clark read the personnel policy section which stated that the Chief’s raise is based on having the evaluation done.  He stated that the Chief didn’t receive a raise in the 2006 budget year.  This is the first since he has been on board.  The raise is budgeted at 3%, the same as the firefighters.  Motion by Morris, seconded by Adams to grant the Chief the raise as submitted in the proposed budget.  Clark clarifies that the personnel policy states that the evaluation has to be done not accepted.  The Board discussed this and reviewed the Personnel policy and determined that although that statement was in the old personnel policy, it is absent from the current policy. Motion passed. 
  2. Discussion/Action on LGRFA Board Officers election - Motion by Morris, seconded by Hazen to elect the current officers for a second year.  Motion passed.
  3. Discussion /Action Personnel Committee tasks - Clark states that the committee needs to address the proposed Chief contract, the question of rank, etc.  The committee members are Pat Hazen, Deb Adams, and Billy Crego.  Clark would like to refer the proposed Chief’s contract to the committee and will provide the ad hoc committee with the proposed contract.  No action taken.
  4. Discussion/Action on LGRFA Bookkeeping services - Since LGRFA has been established, Countryside (Patti Schafer’s firm) has provided the accounting services.  The board has reviewed bids for attorney services and year-end audit services.  Clark proposes a review of the bookkeeping services as a matter of course.  Clark stated that there is absolutely no dissatisfaction the services provided, a great job has been done.  Clark feels it is good business to review service contracts and would like to refer it to the Budget Committee.  The budget committee would prepare rfps and request bids.  Morris respects Clark’s thoughts but he moves to continue with Countryside Bookkeeping for services.  Hazen has no objection to Patti continuing, but maybe they should look at it.  Adams thinks they have solicited information on almost every item and it is part of their job to make sure they are obtaining services at a competitive rate.  Husby asked if there are any written policies that suggest soliciting bids, and when.  Clark doesn’t think there is a policy.  Husby asked if there have been any changes in services or fees since the inception of the current contract.  Clark commented that there have been small changes, nothing major.  Motion by Adams, seconded by Husby to refer accounting services to the budget committee for preparation of a request for proposal and request for bids.  Motion passed. 
  5. Discussion/Action on LGRFA year end audit - Clark states that they have Leyton Richardson doing the audit now, with a three year contract.  Clark was going to suggest keeping them on board for another year.
  6. Discussion/Action on budget committee appointments -There has been a four member committee consisting of the Chair, two members, and the Chief.  Clark would like a volunteer from Watertown and one from Eagle to serve on the budget committee.  Motion by Adams, seconded by Husby to have the budget committee members be Billy Crego, Pat Hazen, John Clark, and Chief Fabiano.  Motion passed. 
  7. Bank signatures - Motion by Hazen, seconded by Morris to add Jean Husby to the signature list for the checking and savings accounts.  Motion passed.

 

PUBLIC COMMENT:  Patti Schafer commented that the auditors, Leyton Richardson, have given a bid of $3,500.00 for three years as long as they start after April 15th.  Schafer stated that they will need a copy of the new investment policy, a copy of the new personnel policy, and a copy of the old union contract (because the audit is for 2006) for the auditors.  Clark offered to provide those copies to Schafer.  Schafer is also needs of a copy of the letter that was sent to both Townships requesting them to support the purchase of equipment and a copy of Watertown’s approval, to keep with all of the bills.  Schafer missed the meeting and discussion of the purchase of the laptop.  When the townships left money from the original capital outlay to be set aside for equipment purchase, there was about $5,500-$5,800.00.  When it was spent in 2006, nothing needed to go back to the Townships regarding how that was spent even though it was  printed out and given to the townships.  Some of the items were over $2,000.00. If this laptop is to be purchased with donations, they have never sent anything to the townships for donation purposes.  The donations are not township monies; there was no requirement to tell the townships how they are spending that, to clarify that.  Fabiano asked how they spend funds that are coming in for mutual aid.  Schafer was informed that they go into an equipment fund as donations and grants as restricted funds.  Clark will call the auditors on that one to clarify.  Steve Colby asked if anything has been done about the light yet.  Clark responded that it was discussed earlier in the year.

Husby commented that each member received a copy of the 2007 final budget dated January 3, 2007 on January 17, 2007.

 

ADJOURNMENT:  Motion by Morris, seconded by Husby to adjourn the meeting.  Motion passed.  Meeting adjourned at 7:03 p.m.

 

 

 

______________________                       ________________________________

            Date Approved                                              Jean Husby, Secretary