Minutes of Looking Glass Regional Fire Authority Meeting

June 20, 2007

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

ROLL CALL: Board Members Present: Clark, Husby, Adams, Hazen, Crego, and Morris.

PUBLIC COMMENT: None

CORRESPONDENCE:

A) Clark received an e-mail forwarded to him by Steve. They have had a request for information on emergency runs. A Watertown Board member would like to know

how many runs Mercy ambulance makes on behalf of Watertown Township. Clark intends to forward that information to the Board member.

B) The second correspondence is to accept a quote from Cadwell Brothers to repair

and improve drainage on the front lawn.

C) The MERS report is available.

AGENDA APPROVAL: Motion by Adams, seconded by Crego to amend the agenda to include the LGRFA audit report from Layton & Richardson and approve the agenda as amended. Motion passed.

APPROVAL OF MINUTES: Motion by Crego, seconded by Adams to approve the regular meeting minutes of May 16, 2007 as presented. Motion passed.

APPPROVAL OF BILLS: Motion by Morris, seconded by Husby to approve the bills that were submitted through June 6, 2007 plus the invoice for the purchase of a new radio in the amount of $1895.38 and life insurance for one year at $946.00. The new total amount of the bill list is $18,241.05. Motion passed.

REPORTS:

Chief’s Report

Fabiano commented that they responded to 52 calls in May, including 39 medical calls, 5 vehicle accidents and 13 fire calls. 13 runs were for Eagle Twp. and 27 were for Watertown Twp.
Correspondence was received from a person involved in an accident on the highway. He sent a very heartwarming thank you to the fire department.
The department has passed the annual licensure inspection for the ALS license and the MFR license.

Fabiano provided an update on the risk control requirements from the insurance company’s inspection. They have complied with the red category items and all of the policies that they recommended. They are working on the yellow category. He asked about job descriptions. Clark said the insurance company recommends that job descriptions be provided to the firefighters.
Fabiano had been asked by Hazen about the Eagle Township tornado siren.

Patti Schafer offered to follow up on it.

Fabiano stated that they were responded to mutual aid for the Potterville fire and the as a result had to replace tires on the tanker. They were sent into an area that hadn't been cleared for trucks. The tires all got nails in them. Fabiano is working with the Potterville Fire Chief to try to get reimbursed for the tires from the insurance company.
Fabiano stated that there was something in the packet about a Chief’s leadership conference, but due to scheduling conflicts that is withdrawn.

Chair’s Report:

1. Financial Review-Clark commented that they are right on budget.

2. Update on traffic light-Clark has spoken with Dan Armentrout. They received a bid of $24,000.00, less than the estimated $31,000.00. They will award the contract on June 28, 2007, with work starting on July 9, and finishing on July 26.

3. Update on audit- Patti Schafer distributed copies of the 2006 audit report. The auditors believe that everything is in compliance with GASB requirements.

Budget Committee Report - Clark stated that there has been no action on the bookkeeping RFP. There will be a recommendation by the next month’s meeting.

Personnel Committee-Hazen stated that they came up with a recommendation that kept the 160 hours sick leave, personal leave, and vacation time. No more than 10 days can be taken consecutively without Authority consent, and any accumulation to be paid at termination can not exceed a two year period total.

PENDING BUSINESS: None

NEW BUSINESS:

1. Discussion/action on Personnel Committee recommendation-Motion by Adams, seconded by Morris to accept the recommendation of the Policy and Personnel Committee for the policy manual addendum supplementing in connection with the compensation and benefits to be provided to the Chief. Motion passed. Adams asked that the date that this addendum passed be noted in the policy manual. Clark formally offers the manual to the Chief for his acceptance or rejection, as it affects him. The Chief has to reject the offer as he feels there was a misunderstanding the last time that he met with the personnel committee. The Chief is not happy with the addendum. Husby clarified that the Chief is a hired employee, not a contracted employee able to negotiate. Husby as the employer, the more traditional set up is to separate sick time from all other personal or vacation time benefits. Clark would like the personnel committee to handle this issue. Fabiano stated that he is also an employer and he has many people that work for him and people who have worked for him for over 20 years. He is sure that the reason they are still working for him, it is because he realizes that when you have good people, it is hard to find good people. Fabiano stated that he has been working under 144 hours per year in sick time, 3 days of personal time, and 120 hours of vacation, giving a total of 288 hours. It was proposed that he can accumulate 96 hours of sick time per year, with a total of 60 days or 480 hours. There is no benefit to that, except if he was to leave, he would get 30 days of that sick time. Personal time was 4 days or 32 hours and vacation was 160 hours. Now, he is being offered 160 hours of everything put together. He would be taking a cut in benefits. Adams clarified that what he just presented is based on a firefighter who works 24 hour shifts. Fabiano stated that the area fire chief’s average is 96-192 hours of sick time, 2-4 days of personal time and they all get 160 hours of vacation. This includes the Bath Township, DeWitt Township, and Grand Ledge Fire Chiefs. They all make over $60,000.00, while Fabiano is making $53,000.00. Fabiano doesn’t feel he is asking for a lot. Fabiano stated that Watertown Township offers their department head 96 hours of sick time, 8 hours personal and 160 hours of vacation. Fabiano is asking for what he had originally-what the first Fire Chief had. Clark responded that they used to require proof of how sick time was used, but changed to any use. Fabiano explains about banking sick time because fire fighting is a dangerous job which may require long term sick time. Morris thinks that the Chief’s position and performance is equal to others in the area and for the Chief’s pay to be $6500.00 under others’ pay-he doesn’t support it. Eagle is pleased with the operation and the Chief’s performance and he would vote to pay an amount equal to others in the area. Husby commented that she not have supported the previous motion knowing something is being taken away from someone who is a seasoned employee. She hadn’t understood that there was time being lost. Clark stated that if they are going to function as a board and give committees responsibilities and the committee comes back to them with a recommendation-they either support their recommendation or turn it down. Clark would like the Chief to talk to the Personnel Committee again and for the committee to come back next month with a final determination on benefits for the chief. Motion by Husby, seconded by Adams to send the addendum back to the Personnel Committee to discuss with the Chief and present a final recommendation. Motion passed.

2. Discussion/Action on landscape repairs -There is a quote from Cadwell Brothers for $1520.00 to improve the drainage in front of the building. Adams asked if there was a policy that requires more than one estimate. Clark stated that he didn’t think so, only if over $2000.00 for equipment. Motion by Morris, seconded by Husby to accept the proposal from Cadwell Brothers to fix the drainage problems. Motion passed.

3. Audit report-Motion by Adams, seconded by Morris to accept and place on file the LGRFA Audit report from Leighton and Richardson PC dated June 19, 2007. Motion passed.

PUBLIC COMMENT-Weitzel commented that there might get only one bid for the drainage because nobody wants the small jobs. Weitzel stated that he was confused on the action taken on the personnel committee recommendation that was accepted. Clark stated that the policy is in place, it is going to be discussed again.

Schafer asked about the distribution of unrestricted funds from 2006. Clark stated that could be placed on the agenda next month. Hazen commented about resurfacing the paving at LGRFA. Clark said there is no hurry to replace it.

ADJOURNMENT: Motion by Hazen, seconded by Crego to adjourn the meeting. Motion passed. Meeting adjourned at 7:24 p.m.

_____________________ ___________________________

Date Approved Jean Husby, Secretary