Fire Board Minutes

 

2014 Minutes

 

MINUTES OF THE MID-MICHIGAN COMMUNITY FIRE BOARD

St. Louis, Michigan
February 11, 2014

A Regular Meeting of the Mid-Michigan Community Fire Board was called to order by Vice-Chair Kevin Beeson at 5:42p.m., on Tuesday, February 11, 2014.

Members Present: Vice-Chair Kevin Beeson, Dan Sagle, Bobbie Marr

Members Absent: Chair Robert McConkie (excused), Don Long

Others in Attendance: Fire Chief Rich Apps, Assistant Fire Chief Dick Prestage, Bill Coty, Brian Wood

Minutes

Moved by member Sagle, supported by member Marr to approve the minutes of the November 12, 2013 meeting. All ayes carried the motion.

Claims and Accounts.

The Fire Board reviewed the Claims & Accounts.

Moved by member Sagle, supported by member Marr to approve the Claims & Accounts for November 1, 2013 to January 31, 2014 in the amount of $45,179.01. All ayes carried the motion.

Financial Statements.

The Fire Board reviewed the Financial Statements.

Moved by member Sagle, supported by member Marr to receive the Financial Statements and place on file. All ayes carried the motion.

Fire Chief's Report.

The Fire Board reviewed the Chief's Report.

Moved by member Marr, supported by member Sagle to receive the Fire Chief's report and place on file. All ayes carried the motion.

Mutual Aid Contracts

Chief Apps presented the mutual aid pact contracts to be updated for Ithaca, Alma, Ashley, Perrinton, Breckenridge, and MMCFD.

Moved by member Sagle, supported by member Marr to authorize Chairman McConkie and Secretary Marr to sign the mutual aid pact contracts on behalf of the Mid-Michigan Community Fire Control Board.

A Roll Call Vote was requested:

Ayes: Sagle, Marr, Beeson

Nays: None

Absent: McConkie, Long

Motion Carried

Budget Discussion

Preliminary budget document was discussed. Marr reported that Chief Apps indicated consistent expense levels with prior year. The big question is the building. Current projection was made for “what if” the City Hall moves in September and the Fire Department were to absorb the costs of the present building. There has been no discussion of what happens to the building when City Hall moves. Assumption is that the City would allow the Fire Department to occupy. Believe this is a starting point for us work from. There is a need obviously to decide if the Fire Department is building its own building. Consensus was that the budget discussion should be postponed until May so that building possibilities can be examined.

New Fire Hall Update/Discussion

Vice-Chair Beeson presented estimated costs on building construction and possible funding strategy. Marr expressed concerns regarding the City's ability to make a significant lump sum contribution or even an increase in the annual payment. Sagle also expressed that Jasper may be hesitant to commit extra funding as well. Consensus was that there is a need to get actual drawings and bid specs prepared so that we can seek funding sources. Chief Apps stated that Bob Beythan had offered to help out with drawings and bid specs for a reasonable fee and thought this could be done fairly quickly so that the board could meet to approve going out for bids to get cost data.

Moved by member Sagle, supported by member Marr to have Bob Beythan develop drawings and proposal specifications. Building Reserve monies are to be used to fund this expense. All ayes carried the motion.

Other Business

Vice Chair Beeson requested an analysis of Budget to Actual expense for the past few years to use as part of the budget workup and for discussion on building funding.

Other possible departments to seek information on operating budgets for building similar to what we are proposing would be Coleman and Homer.

In follow-up to the audit question of the last meeting, member Marr reported that an annual audit was required by the formation agreement and that the agreement also stated that it would be done with the City's Audit by the same auditor. Therefore it is being bid out with the City's Audit.

Vice -Chair Beeson adjourned the meeting at 6:50 p.m.

Bobbie Jo Marr, Secretary
 

MINUTES OF THE MID-MICHIGAN COMMUNITY FIRE BOARD

St. Louis, Michigan
May 13, 2014

A Regular Meeting of the Mid-Michigan Community Fire Board was called to order by Chair Robert McConkie at 5:30p.m., on Tuesday, May 13, 2014.

Members Present: Chair Robert McConkie, Dan Sagle, Don Long

Bobbie Marr joined the meeting at 5:35p.m.

Vice-Chair Kevin Beeson joined the meeting at 5:42p.m.

Members Absent: None

Others in Attendance: Fire Chief Rich Apps, Assistant Fire Chief Dick Prestage, Brian Wood

Minutes

Moved by member Sagle, supported by member Long to approve the minutes of the February 11, 2014 meeting. All ayes carried the motion.

Claims and Accounts.

The Fire Board reviewed the Claims & Accounts.

Moved by member Sagle, supported by member Long to approve the Claims & Accounts for February 1, 2013 to April 30, 2014 in the amount of $30,340.02. All ayes carried the motion.

Member Sagle asked if the on the listing that the amount paid to Fire Board for payroll could be changed to say something to that effect rather than Mid-Michigan Fire Control Board as it gave the appearance that the Board was receiving payment. Member Marr stated that the listing comes from the payable system and it is necessary to cut the check that way in order for it to be deposited to the payroll account. She will look into if we can add the words “Payroll Fund” to the vendor name without causing problems with the process to make it clearer.

Financial Statements.

The Fire Board reviewed the Financial Statements.

Moved by member Sagle, supported by member Long to receive the Financial Statements and place on file. All ayes carried the motion.

Fire Chief's Report.

The Fire Board reviewed and discussed the Chief's Report.

Moved by member Sagle, supported by member Long to grant the Fire Chief's request for the purchase of ISG Thermal Imaging Camera. Budget is available between the capital budget line item and the small equipment line item to cover this. All ayes carried the motion.

Moved by member Long, supported by member Sagle to receive the Fire Chief's report and place on file. All ayes carried the motion.

New Fire Hall Update/Discussion

Vice-Chair Beeson presented draft of the building specs and drawings as well as proposal from Lapham Associates for preliminary engineering services. He had not received any other proposals to date.

Member Sagle has submitted the letter of intent for Jasper Township to fund its share of the building costs. He would like to see something from the other entities as well before we proceed further. Chair McConkie stated that the City Council had approved their intent as well at their last meeting. Intent letters or copy of minutes where intent is approved should be forwarded to Member Marr and she will make sure to email everyone copies.

Moved by member Long, supported by member Sagle to authorize Kevin Beeson to execute the contract with Lapham Associates for preliminary engineering design not to exceed $2,000. All ayes carried the motion.

Moved by member Beeson, supported by member Sagle to proceed with finalization of bid specs once the engineering is complete. Final specs should be routed to all members by email and comment allowed before bids are advertised. Member Marr will advertise according to City's normal methods, a special meeting will be called for the bid opening. All Ayes carried the motion.

Moved by member Beeson, supported by member Sagle to authorize Kevin Beeson, on behalf of the board, to seek foundation funding. All Ayes carried the motion.

2014-2015 Budget – Resolution 2014-01

The following preamble and resolution were offered by Member Beeson, and supported by Member Sagle:

WHEREAS, it is necessary for the Mid-Michigan Community Fire Control Board to authorize the expenditure level and contributions from the respective entities for the 2014-2015 fiscal year.

NOW THEREFORE IT BE RESOLVED, the Mid-Michigan Community Fire Control Board has adopted its budget for the 2014-2015 Fiscal Year summarized as follows:

BE IT FURTHER RESOLVED that member contributions are expected as follows for the 2014-2015 Fiscal Year. One half will be payable July 2014 and the other half payable January 2015.

BE IT FURTHER RESOLVED that authorized salary and per diem rates shall be as follows:

Fire Chief $2,200 annual

Assistant Chief 1,320 annual

Captain 880 annual

Lieutenant 650 annual

1st Lieutenant 500 annual

2nd Lieutenant 250 annual

Fire runs/drills $25 per run

Rescue runs $22 per run

BE IT FURTHER RESOLVED that the adoption of this budget is at the total operating level. Officials responsible for the expenditures authorized in the budget may expend funds up to, but not to exceed, the total appropriation authorized.

BE IT FURTHER RESOLVED that payment of claims (bills) shall be approved by the Fire Chief and/or the City of St. Louis Manager prior to being paid. The City Treasurer may authorize the payment of payroll related items as well as certain bills prior to approval to avoid late penalties, service charges and interest (primarily utilities). The Mid-Michigan Community Fire Control Board shall receive a list of claims (bills) paid for their concurrence of approval at the next Board meeting.

BE IT FURTHER RESOLVED that the Board Treasurer shall provide the Board at each meeting a report of fiscal year to date revenues and expenditures compared to the budgeted amounts of the Fire Department.

BE IT FURTHER RESOLVED that the Fire Chief and Board Treasurer will monitor the budget –Whenever it appears that the actual and probable revenues will be less than the estimated revenues upon which appropriations were based, and when it appears that expenditures will exceed an appropriation, the Treasurer shall present to the Board recommendations to prevent expenditures from exceeding available revenues or appropriations for the fiscal year. Such recommendations shall include proposals for reducing appropriations, increasing revenues or both.

Ayes: Beeson, Sagle, Long, McConkie, Marr

Nays: None

Absent: None

Resolution declared adopted this 13th day of May, 2014.

Set Meeting Dates & Times.

Moved by Member Sagle, supported by Member McConkie, to approve to set the meeting dates and times for the mid-Michigan Community Fire Board as the 2nd Tuesday of August, November, February and May for 2014-2015 at 5:30 pm. All ayes carried the motion.

Meeting Schedule will be as follows:

August 12, 2014

November 11, 2014

February 10, 2015

May 12, 2015

Other Business

No other business was presented.

Moved by member Sagle supported by Chair McConkie to adjourn. All Ayes carried the motion.

The meeting adjourned at 6:26 p.m.

Bobbie Jo Marr, Secretary
 

MINUTES OF THE MID-MICHIGAN COMMUNITY FIRE BOARD

St. Louis, Michigan

August 12, 2014

A Regular Meeting of the Mid-Michigan Community Fire Board was called to order by Chair Robert McConkie at 5:30p.m., on Tuesday, August 12, 2014.

Members Present: Chair Robert McConkie, Vice-Chair Kevin Beeson, Dan Sagle, Don Long

Bobbie Marr

Members Absent: None

Others in Attendance: Fire Chief Rich Apps, Assistant Fire Chief Dick Prestage, City Utilities Director Kurt Giles

Minutes

Moved by member Beeson, supported by member Sagle to approve the minutes of the May 13, 2014 meeting. All ayes carried the motion.

Claims and Accounts.

The Fire Board reviewed the Claims & Accounts.

Moved by member Beeson, supported by member Long to approve the Claims & Accounts for May 1, 2014 to July 31, 2014 in the amount of $95,053.46. All ayes carried the motion.

Financial Statements.

The Fire Board reviewed the Financial Statements for the fiscal year end 6/30/2014.

Moved by member Beeson, supported by member Long to receive the Financial Statements of 6/30/2014 and place on file. All ayes carried the motion.

The Fire Board reviewed the Financial Statements for the fiscal year end 7/31/2014.

Moved by member Sagle, supported by member Long to receive the Financial Statements of 7/31/2014 and place on file. All ayes carried the motion.

Fire Chief's Report.

The Fire Board reviewed and discussed the Chief's Report.

Moved by member Long, supported by member Sagle to receive the Fire Chief's report and place on file. All ayes carried the motion.

New Fire Hall Update/Discussion

Vice-Chair Beeson discussed the bid letting process and stated that all information is on the Pine River Township website and he will put all updated or new information there. At the pre-bid meeting on August 11th, all potential bidders were put on notice that that would be the process followed for getting everyone information.

The Bid Opening will be at 2:00PM on Wednesday, August 27, 2014. Since all board members plan to be present, member Marr will post this as a special meeting. However, there is no intent to act on the bids at that time. Each member should review the bids individually and email Member Beeson by Friday, August 29th, with their individual top three (3) choices. He will then set up interviews for the collectively picked top candidates. Interviews will be Friday, September 5, 2014 starting at 1:00PM. Member Marr will post that date as a special meeting as well.

Other Business

No other business was presented.

Moved by member Long supported by member Sagle to adjourn. All Ayes carried the motion.

The meeting adjourned at 6:15 p.m.

Bobbie Jo Marr, Secretary
 

MINUTES OF THE MID-MICHIGAN COMMUNITY FIRE BOARD

St. Louis, Michigan

August 27, 2014

Special Meeting

A Special Meeting of the Mid-Michigan Community Fire Board was called to order by Chair Robert McConkie at 2:00 p.m., on Wednesday, August 27, 2014.

Members Present: Chair Robert McConkie, Dan Sagle, Don Long, Bobbie Marr.

Members Absent: Vice Chair Kevin Beeson (excused)

Others in Attendance: City Utilities Director Kurt Giles, representatives of construction firms (3)

Business.

Purpose of the Special Meeting is to open and receive bids for Fire Hall design/build.

Chair McConkie opened and reported the bids received:

Bidder

Base Bid

Alt#1 add

Alt#2 deduct

Gerace Construction

$1,925,000

$6,000

($25,000)

Three Rivers Corporation

$1,502,500

$2,250

($7,000)

JBS Contracting, Inc

$1,099,553

$2,750

($21,630)

Wieland Davco Corp

$1,716,500

$14,108

($12,965)

Moved by member Long, supported by member Sagle to receive and place the bids on file. All Ayes carried the motion.

Member Marr stated that potential contactor interviews would be conducted on Friday, September 5, 2014 starting at 1:00 PM. Vice Chair Beeson will contact those to be interviewed.

Moved by member Sagle supported by member Long to adjourn. All Ayes carried the motion.

The meeting adjourned at 2:10 p.m.

Bobbie Jo Marr, Secretary
 

MINUTES OF THE MID-MICHIGAN COMMUNITY FIRE BOARD

St. Louis, Michigan

September 30, 2014

Special Meeting

A Special Meeting of the Mid-Michigan Community Fire Board was called to order by Chair Robert McConkie at 5:30 p.m., on Tuesday, September 30, 2014.

Members Present: Chair Robert McConkie, Vice Chair Kevin Beeson, Don Long, Bobbie Marr.

Members Absent: Dan Sagle (excused)

Others in Attendance: City Utilities Director Kurt Giles

Business.

Purpose of the Special Meeting is to award bid for preliminary work on the new fire hall.

Vice Chair Beeson reported that because of the financing unknowns that we could not commit to the project in total yet. However we could allow our selected contractor to begin work so that the project could stay on track and risk a substantially lessor amount invested in it than the whole contract price. We should have some indication of foundation grants to be received by our regular November meeting.

Motion by Vice Chair Beeson, supported by member Long to authorize Chair McConkie to sign a letter of intent to contract with JBS Contracting and to allow preliminary work to begin with a cost not to exceed $50,000. All Ayes carried the motion.

Moved by member Beeson supported by member Long to adjourn. All Ayes carried the motion.

The meeting adjourned at 5:45 p.m.

Bobbie Jo Marr, Secretary
 

MINUTES OF THE MID-MICHIGAN COMMUNITY FIRE BOARD

St. Louis, Michigan

November 11, 2014

A Regular Meeting of the Mid-Michigan Community Fire Board was called to order by Vice-Chair Kevin Beeson at 5:30p.m., on Tuesday, November 11, 2014.

Members Present: Vice-Chair Kevin Beeson, Don Long, Kurt Giles

Members Absent: Bobbie Marr (excused), Dan Sagle (excused)

Others in Attendance: Fire Chief Rich Apps, Assistant Fire Chief Dick Prestage, Bill Coty and Brian Wood

Minutes

Moved by member Long, supported by member Giles to approve the minutes of the August 12, 2014 regular meeting. All ayes carried the motion.

Moved by member Long, supported by member Giles to approve the minutes of the August 27, 2014 special meeting. All ayes carried the motion.

Moved by member Long, supported by member Giles to approve the minutes of the September 30, 2014 special meeting. All ayes carried the motion.

Claims and Accounts.

The Fire Board reviewed the Claims & Accounts.

Moved by member Long, supported by member Giles to approve the Claims & Accounts for August 1, 2014 to October 31, 2014 in the amount of $32,854.88. All ayes carried the motion.

Financial Statements.

The Fire Board reviewed the Financial Statements for year to date 10/31/2014.

Moved by member Giles, supported by member Long to receive the Financial Statements of 10/31/2014 and place on file. All ayes carried the motion.

Fire Chief's Report.

The Fire Board reviewed and discussed the Chief's Report. Chief Apps provided commentary on the report that was presented along with information on a grant from the Luneack Family Foundation and an update on the County-Wide Dive Team. The Fire Department is very appreciative of a grant in the amount of $1,350 from the Luneack Foundation for the purchase of a smoke machine. County-wide dive team operations have been suspended at this time pending resolution of questions about training and insurance requirements. It was mentioned that historically the dive team has been used exclusively for recovery operations and that water rescue operations would be conducted by other means than dive team deployment. It was reported that both Isabella and Midland Counties have dive teams as parts of their Sherriff's Departments. The Michigan State Police also have a dive team for recovery only.

Moved by member Giles, supported by member Long to receive the Fire Chief's report and place on file. All ayes carried the motion.

Moved by member Long, supported by member Giles that the Mid-Michigan Community Fire Board is in support of dissolution of the County Dive Team at this time. All ayes carried the motion.

Audit Report.

The Fire Board reviewed the Audit Report for the fiscal year end 6/30/2014.

Moved by member Long, supported by member Giles to receive the Audit Report for fiscal year ending 6/30/2014 and place on file. All ayes carried the motion.

Appointment of Chair.

Vice-Chair, Beeson raised the issue of the Fire Board Chair vacancy resulting from the retirement of Bob McConkie and the need to fill the Board Chair and/or Vice Chair at this meeting or upcoming regular meeting.

Moved by member Long, supported by member Giles to nominate Kevin Beeson as the Mid-Michigan Community Fire Board Chairperson and close nominations. All ayes carried the motion. Kevin Beeson accepted the nomination and all ayes were in support of the appointment.

Moved by member Long, supported by member Beeson to nominate Kurt Giles as the Vice-Chair and close nominations. All ayes carried the motion. Kurt Giles accepted the nomination and all ayes were in support of the appointment.

Adoption of Updated Banking Resolution 2014-2.

The following preamble and resolution were offered by Member Long, and supported by Member Beeson:

WHEREAS, the Mid-Michigan Community Fire Control Board finds it necessary to establish new persons authorized to transact business on accounts held by local financial institutions resulting from the replacement of the City's Manager, and

NOW THEREFORE IT BE RESOLVED, the Mid-Michigan Community Fire Control Board by filing with the financial institutions a copy of this resolution the Mid-Michigan Community Fire Control Board hereby authorizes signatures of any of the following persons as authorized to transact business on behalf of the Board related to any existing or accounts established for the benefit of the Board:

Kurt Giles Bobbie Jo Marr

BE IT FURTHER RESOLVED that the Fire Chief (Richard Apps) be authorized to access any and all information regarding any account held under Employer #38-3582367

Ayes: Long, Beeson, Giles

Nays: None

Absent: Marr, Sagle

Resolution declared adopted

Grant Application Update

Chair Beeson provided an update on grant application progress. Beeson reported the Herbert H. and Grace A. Dow Foundation had been scheduled to meet to review applications on November 4, 5 & 6. So far he had not heard results of their review. A letter had been received from the Rollin M. Gerstacker Foundation to confirm our application had been preliminarily reviewed and would be submitted for their Board of Trustees meeting on December 5th. No response had been received from the Gratiot Community Foundation as of the time of this meeting.

Contract with JBS Contracting, Inc.

Chair Beeson indicated the probable need for a special meeting to be held some time in December 2014 to consider award of the construction contract once the Foundations have responded to our applications for grants. Member Marr will post the date of the upcoming special meeting.

Other Business

No other business was presented.

Moved by member Giles supported by member Long to adjourn. All Ayes carried the motion.

The meeting adjourned at 6:20 p.m.

Kurt Giles, Recording Secretary

 
   
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