Roll Call Meeting called to order at 7:03 p.m. Roll Call Present: Trustee Bennett, Trustee Miller, Trustee Meyer, Trustee Justen, Trustee Weaver.

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1 MCHENRY TOWNSHIP FIRE PROTECTION DISTRICT BOARD OF TRUSTEES REGULAR MEETING MINUTES 3610 West Elm Street, McHenry, IL Thursday, September 20, 2012 Closed Session 6:30 p.m. Regular Meeting 7:00 p.m. I. Closed Session a. Discuss appointment, employment, compensation, discipline, performance, or dismissal of District employees b. Pending litigation c. Real Estate II. III. IV. Call to Order Roll Call Meeting called to order at 7:03 p.m. Roll Call Present: Trustee Bennett, Trustee Miller, Trustee Meyer, Trustee Justen, Trustee Weaver. Approval of Minutes Motion to Approve Minutes of August 17, Motion to approve the minutes. Trustee Meyer. Second Trustee Justen. The Board recognized Joe Huemann and thanked him for 31 years of service. Firefighter Huemann thanked the Board for their commitment to purchase top of the line equipment for the District. He also thanked them for the challenge coins. V. Treasurer s Report a. Financial Statements b. Reading of the Bills c. Accounts Payable Approval The invoices were reviewed. o Hudson Energy vs. ComEd was reviewed. MTFPD saved $7,000 by moving to Hudson Energy. o Door Systems is still owed $6,000. Trustee Bennett directed Chief Huemann to hold payment until he is satisfied and repairs are completed. o Annual Physicals are currently in progress for the new members. o The Board asked how Staff would rate our current health care provider for physicals. The rating MTFPD would give is below average. The services offered are acceptable; however, they are not very responsive. Staff is looking at options for next year s physicals. Accounts Payable Total = $201, Payroll Total = $261, Grand Total = $462, Motion to Approve Trustee Bennett. Second Trustee Meyer. VI. Current Activities

2 a. The Chief asked if there were any question regarding his Monthly Board Memo in regard to Call Activity, Mutual Aid, Training Hours, Fire Prevention Bureau, or Public Education. The Board had no questions. b. Chief Huemann then presented a slideshow to the Board of Trustees of a recent fire. He highlighted the equipment used and reviewed the incident. c. Telephone Expense Assessment Further research is being completed. A report will be presented next month. VII. Items for Consideration a. Outsource Payroll Chief Tony Huemann, Business Manager Marjean Diercks, Admin Jeannette Knowles, and Accountant Joe Busch reviewed information received from RFPs of six payroll vendors. Business Manager Diercks prepared a cost analysis for the Board of the current system vs. a new system. Currently the hours taken per month to complete payroll is 168, at an annual cost of $68,000. Using a new outsourced payroll company it would take 54 hours per month to complete, at an annual cost of $17,000. This is an annual cost saving of $37,000. The new system also allows the District to move from 24 pay periods to 26. This will reduce overtime costs. After reviewing the costs and benefits of the six payroll vendors, it is the recommendation of the Administrative Staff and Joe Busch to move to the payroll company Howard Simon. Going live January 1, Trustee Bennett complimented the Staff on their presentation and the information presented. Questions were raised and discussed regarding to their cost, history, security and comfort level in working through problems that may arise with implementing and working with this new company. Motion to utilize Howard Simon as the new Payroll Vendor at a cost of $13, Trustee Bennett. Second Trustee Weaver. b. Scheduling Software Joe Zelek, IT Manager, has suggested the District upgrade their current scheduling software. To upgrade the current in-house software would cost $14,000. Business Manager Marjean Diercks, B/C Mike Majercik and Admin Jeannette Knowles researched two different systems, Fire Manager and Net Duty, making visits to three different Fire Departments in the area. Administrative Staff is also looking for a system that would allow for transparency to the members. The current system does not allow the employee to review their hours worked or expected pay. Fire Manager would cost $7, and would be used in conjunction with the new payroll system. This system allows employees to have two full days to review their hours before the submission of payroll.

3 This system also allows sign up procedures to remain the same. The members will sign up by category and seniority as they do currently. It also tracks trades, which MTFPD has 100 per month. Members would also be able to sign up for shifts and request trades from any computer with internet access or their smart phone. This system also allows a time clock to be utilized. Fire Manager is offering a free 90 day trial period. Currently 20 members are testing this system and have given it good reviews. After reviewing these systems it is the recommendation to use Fire Manager as our new Scheduling Software to begin signing up in November for shifts in January Motion to utilize Fire Manager as the new Scheduling Vendor at a first year cost of $7, Trustee Justen. Second Trustee Bennett. Weaver. Motion passed 5 0 c. Sealed Bids for 1992 Pierce Fire Engine The minimum bid for this engine was $35,000. Wonder Lake was the only department to submit. Their bid was for $26,500 per the quote. They offered $27,500 to retain the Hard Suction Hose and Suction Trough. Motion to waive Minimum Bid Trustee Weaver. Second Trustee Bennett. Motion passed 5 0. Motion to sell the 1992 Pierce Fire Engine to Wonder Lake for $27,500 with the Hard Suction Hose and Suction Trough. Trustee Meyer. Second Trustee Bennett. Motion passed 5 0. Chief Huemann will contact Wonder Lake tomorrow for possession the second or third week in October. d. Tuition Reimbursement Policy Current policies will be edited and submitted for approval at the October meeting. e. Travel Related Expenses for Training Current policies will be edited and submitted for approval at the October meeting. f. Banking Considerations Letter to Joe Busch, signed monthly by Trustee Bennett and Trustee Miller. Joe Busch was given direction by the Board for investments. Trustee Bennett will discuss Pension Investments with Trustee Miller. g. District Audit The District Audit Draft will be completed and reviewed by Chief Huemann and Business Manager Diercks next week. The Final District Audit will be ready for Acceptance by the Board at the October meeting.

4 h. Boat Recommendation Chief Huemann and Dive Team Leader Chris Mann would like permission to review options for replacing the current dive boat named the Paul Harris. This boat was donated by the Rotary Club in The motor was rebuilt once and is due to be replaced. The Board approved Chief Huemann and Staff to research options for replacement. i. Request to distribute an RFP for a New Ambulance Chief Huemann and EMS Coordinator Cindy Bertulis would like permission to distribute an RFP to replace the 2007 Ambulance. It has been past practice to replace one ambulance annually. The Board directed Staff to create an RFP that is clearer and more specific than previous Ambulance RFPs. The Board would like all specs to be identical, for example the 450 vs. 550 chassis. The Board directed Chief Huemann to bid a 550 chassis. The 2007 ambulance may be traded in or sold. Meyer. j. Habitat for Humanity Habitat for Humanity is again asking us to waive the Impact fee of $ and Operation fee of $82.00 for a single-family house located at 1601 Hillside Drive in McHenry. In June they made the same requested for a single-family house located at 1605 Hillside Drive in McHenry. Motion to waive impact fee of $ and Operation Fee of $82.00 Trustee Second Trustee Justen. II. Informational Items (Non-action Items) a. Update on New Engine Chief Huemann thanked the Board for the purchase of this piece of equipment and welcomed them see the new engine on the apparatus floor at Station 1. b. Update on New Tankers A preconstruction meeting took place last month. Chief Huemann reviewed the Change Orders with the Board. Chief Huemann also requested the addition of striping and McHenry Fire Logo to be added to the tankers. His goal is to have the tanker s striping and logo consistent with the engine. The Board directed Chief Huemann to have the company create the striping and Firefighter Al Thennes to create the logo. c. Awards Night Chief Huemann stated that Awards Night will be held on Thursday September 27, 2012 at the Route 31 Banquet Facility and requested the Board Members to attend. Lt. Tom Ruggero is coordinating this event.

5 III. IV. Open Items a. Revenue Review Committee Reviewed and discussed. No further comments at this time. New Items a. Painting Project at Station 1 All painting is to be completed before the Open House on October 7, The Scope of Work and Bids have been submitted for review. Certified payroll must be received. Chief Huemann recommends Kent Butler at a cost not to exceed $1, Motion to Approve Kent Butler to complete work at a cost not to exceed $1, Trustee Bennett. Second Trustee Bennett. Motion passed 5 0. b. Outside Lighting Upgrade for Station 1 and Station 2 The Scope of Work and Bids have been submitted for review. The bids are not consistent. Tabled decision on the lighting for the October meeting. c. Purchase 25 MOTOROLA MINITOR V Pagers Captain Kevin Shay has researched and reviewed with the Board his findings for the replacement of 25 pagers. He is requesting $10, The pagers will have a warranty through Chicago Communications for repairs. Motion to Purchase 25 Pagers at a cost of $10, Trustee Justen. Second Trustee Bennett. d. Discussion and possible action on Nordic Gas and Electric Contract. The contracts are based on Index pricing. Nordic Gas and Electric would like McHenry Fire to lock in current prices for future contracts. 1. A contract is in place with Nordic Electric until The Board directed Chief Huemann to wait until 2014 to sign a new contract. 2. The District currently uses NICOR for natural gas supply. Chief Huemann recommended using Nordic Energy Services for natural gas supply to reduce energy costs. The Board directed Chief Huemann to sign a contract and review findings after nine months. V. Adjourn Motion to Adjourn Trustee Meyer. Second Trustee Bennett at 8:35 p.m. Respectfully Submitted, Robert J. Meyer Secretary