PORTLAND AREA FIRE AUTHORITY REGULAR BOARD MEETING Monday 2/9/15 7:00 pm

Transcription

1 PORTLAND AREA FIRE AUTHORITY REGULAR BOARD MEETING Monday 2/9/15 7:00 pm CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL PUBLIC COMMENT AGENDA APPROVAL APPROVAL OF MINUTES FINANCIAL REPORT APPROVAL OF BILL PAYMENT CORRESPONDENCE CHIEF REPORT COMMITTEE REPORTS: INSURANCE POLICY & PROCEDURE BUDGET PERSONNEL OLD BUSINESS: Financing options for new truck Contract update Board approval of contract Proposed budget for 2015/2016 Job description and wage rate NEW BUSINESS: BOARD COMMENTS AND PUBLIC COMMENT ADJOURNMENT Contract workshop following close of regular meeting if needed.

2 PORTLAND AREA FIRE AUTHORITY 773 E Grand River Ave Portland MI [DRAFT] PORTLAND AREA FIRE AUTHORITY REGULAR BOARD MEETING Monday January 15, 2015, 7:00 pm, Portland City Hall Call to Order Pledge of Allegiance Meeting called to order at 07:02 pm. The Pledge of Allegiance was observed. Roll Call Present: Dick Pohl, Mark Ackerson, Joel VanSlambrouck, Bill Stegenga, Chris Jensen, Kathy Parsons, Chief John Baker. Guests: Patti Jo Schafer Public Comment - None Agenda Approval Mr. Jensen oved to approve correct day of week in the header of, and approve the agenda. Mr. Pohl supported. Motion carried. Approval of Minutes Mr. Pohl moved to approve the minutes of the previous meeting of the Board. Mr. VanSlambrouck supported. Motion carried. Financial Report Mr. Jensen reported that 42% so far to date is spent, and that the department to date is slightly under budget. Mr. Stegenga moved to approve the Financial Report. Mr. VanSlambrouck supported. Motion carried. Approval of Bill Payment Monthly bills were presented. Mr. Van Slambrouck moved to approve payment of the bills in the amount of $11, Mr. Jensen supported. Motion carried. Question was raised about timing of payment of the first installment on the new truck. The price and payment timing were approved under the purchase agreement. The amount is expected. Should we preapprove payment to dispel timing issues? Mr. Ackerson moved to preapprove first payment upon receipt of invoice. Mr. Jensen supported. Motion carried. Correspondence - None [Draft] Minutes of the Board Meeting January 15, 2015 Page 1 of 3

3 Chief Report There was concern among department membership that blocking ambulances/police would increase reporting of runs. Mr. Ackerson remarked blocking runs were not charged to an entity. Chief Baker reported that the recent I-94 mass pileup will have a debrief event when data is in, which will be open to invitation, cleanup and fire/ems/police. He will keep us apprised. Mr. Ackerson reiterated everyone should have received a copy of the department s Annual Report. Comments from Board Members were thankful and only positive. Committee Reports: Insurance None Policy & Procedure None Budget None. Mr. Ackerson said that Mr. Jensen had sent an about how the original formulas were promulgated in the first contract. Mark distributed a spreadsheet listing examples of 2011, 2012, 2013, The spreadsheet illustrated how the formula is based on a 3-year look-back for averaging the number of runs. Personnel None Old Business: Financing Options For New Truck Huntington s proposal was discussed. Consensus was interest rate was favorable but the pre-payment penalty was not. Mr. Jensen will renegotiate with Huntington s loan officer and report next month. Contract Update Townships attorney and City Manager are still in negotiations on the final points, and the Townships attorney will get an amended proposal to the entities in February. Proposed Budget For 2015/ No action taken yet by Entities. [Draft] Minutes of the Board Meeting January 15, 2015 Page 2 of 3

4 New Business: Election Of Officers -6 Month Term Mr. VanSlambrouck moved to keep officers in place for 6 months to contract renewal to align terms. Mr. Pohl supported. Motion carried. Board Comments and Public Comment Mr. Ackerson moved to move the April meeting 5:00 pm Monday, April 13 th to accommodate pre-scheduled conflicts. Meeting dates and times will be reevaluated in July. Mr. Pohl supported. Motion carried. Audit went very well from Ms. Schafer s standpoint. It was all done in one day. No recommendations were issued. Adjournment Mr. Stegenga moved to adjourn. Mr. Ackerson supported. Motion carried. Meeting adjourned at 7:38 pm. Next meeting is Monday, February 9, 2015 at 7:00 pm at Portland City Hall. Respectfully submitted, Kathy Parsons, Secretary Portland Area Fire Authority [Draft] Minutes of the Board Meeting January 15, 2015 Page 3 of 3

5 8:45 AM 02/06/15 Accrual Basis Portland Area Fire Authority Balance Sheet As of January 31, 2015 Jan 31, 15 ASSETS Current Assets Checking/Savings 100 Huntington Checking # , Huntington Savings # Capital Outlay Fund - Assigned 179, Operating Fd Balance- Assigned 19, Unassigned Fund Balance 10, Total 102 Huntington Savings # , Petty Cash Acct # Total Checking/Savings 248, Accounts Receivable 110 Accounts Receivable 25, Total Accounts Receivable 25, Total Current Assets 273, Fixed Assets 150 Fixed Assets 153 Equipment 13, Software 2, Accum. Amortization Accum. Depreciation -1, Total 150 Fixed Assets 13, Total Fixed Assets 13, Other Assets 180 Prepaid Expenses Total Other Assets TOTAL ASSETS 287, LIABILITIES & EQUITY Liabilities Current Liabilities Accounts Payable 200 Accounts Payable 2, Total Accounts Payable 2, Other Current Liabilities 205 Payroll Liabilities City Withholding 2.00 MI Withholding 8.50 Total 205 Payroll Liabilities Total Other Current Liabilities Total Current Liabilities 2, Total Liabilities 2, Equity Net Income 284, Total Equity 284, TOTAL LIABILITIES & EQUITY 287, Page 1 of 1

6 8:42 AM 02/06/15 Accrual Basis Portland Area Fire Authority Profit & Loss Budget vs. Actual July 2014 through January 2015 Jul '14 - Jan 15 Budget $ Over Budget % of Budget Ordinary Income/Expense Income 400 Contributions/Grants 199, , , % 430 Fund Balances 166, Interest Donations Total Income 366, , , % Expense 700 Salaries 21, , , % 710 Fringe Benefits 3, , , % 720 Office Supplies % 728 Dues & Subscriptions % 730 Operating Expenses 4, , , % 746 Turnout Gear 11, , , % 747 Uniforms % 748 Gas & Fuel , , % 750 Employee Program , % 770 Equipment Maintenance 1, , % 780 Maintenance Agreements 3, , % 790 Building Maintenance , , % 800 Professional Services 2, , , % 810 Advertising % 815 Audit Services , , % 820 Trash Removal/Sanitation % 824 Training , , % 840 Insurance Expenses 11, , , % 850 Communication Expenses 1, , , % 880 Inner Department Expenses 2, , , % 920 Utilities Expense 4, , , % 955 Board Supplies , , % Total Expense 71, , , % Net Ordinary Income 295, , , % Other Income/Expense Other Expense 970 Capital Outlay 10, , , % Total Other Expense 10, , , % Net Other Income -10, , , % Net Income 284, , % Page 1 of 1

7 PORTLAND FIRE DEPARTMENT MONTHLY REPORT January 2015 Total Runs for month of January: 6 Breakdown by activity and area: City 1: 1 C.O. Alarm. Portland Twp MVC. Danby Twp MVC. Mutual Aid Given: 2. 1 Delta Twp. 1 Berlin- Orange. Mutual Aid Received: 0 Runs to date: 6. This date 2014: 11. Questions? Respectfully Submitted, John A. Baker John A. Baker, Chief Portland Fire Department.