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HomeMy WebLinkAbout2005 Foreign Fire Ins Tax Agendas & Minutes r FOREIGN FIRE INSURANCE TAX BOARD MEETING AGENDA ELGIN, ILLINOIS JANUARY 3, 2005 CALL TO ORDER ROLL CALL Tony Bialek Mike Falese Dave Fell Tim Ryan Scott Smith Pierre Soulier MINUTES OF PREVIOUS MEETING TREASURERS REPORT OUTSTANDING BILLS REPORT OF COMMITTEES r OLD BUSINESS 1. Thermal imaging cameras; This item is pending budget action. 2. Elections; Committee positions for new and current board members are to be determined for 2005 —06. 3. October meeting a motion was passed to suspend funds pending resolution of financial concerns. Reconsideration of finances needs to be addressed. 4. Station One logo request was tabled pending staff approval. NEW BUSINESS 1. Request for purchase of additional speakers for station one apparatus floor submitted by Dave Hudik. 3—speakers $19.08 ea. $57.24 3—enclosures $9.24 ea. $27.72 Hanging hardware $35.00 $35.00 Shipping $45.00 $45.00(conservative guess) Total $164.96 2. Request for Tuition Reimbursement submitted by Lt Dave Schmidt. ADJOURNMENT r FOREIGN FIRE INSURANCE TAX BOARD MEETING MINUTES ELGIN, ILLINOIS JANUARY 3,2005 The meeting was called to order at 09:00 ROLL CALL Chairman Joe Villella P Vice Chairman Pierre Soulier P Treasurer Tony Bialek A Secretary Tim Ryan P Chief Mike Falese P Newly Elected Committee Members: Dave Fell P Scott Smith P Minutes from October meeting were read and a motion was made to approve as submitted.Falese/Soulier 4-0 Treasurers report was submitted in writing by Tony Bialek. The committee reviewed the report and a motion was made to approve as submitted. Ryan/Villella 4-0 Outstanding bills were discussed. Extrication gloves are finished and Leather boots bill has not yet arrived. Report of committees;There are no committees to report. OLD BUSINESS 1. Thermal imaging cameras; $26,000 has been included in the 2005 City of Elgin budget for the purchase of T.I.C.'s. The FFT has tabled any motion to purchase cameras pending the outcome of action by the City of Elgin. 2. Elections;Committee positions for new and current board members are as follows; Dave Fell—Treasurer; Scott Smith—Secretary; Pierre Soulier—Vice Chairman;Tim Ryan—Chairman;Mike Falese-Chief.Motion to approve: Soulier/Ryan 4-0 3. October meeting a motion was passed to suspend funds pending resolution of financial concerns. All treasurers questions have been answered and fund finances balance. Outgoing treasurer to mentor new treasurer on City of Elgin accounting practices. Soulier/Fell 5-0 4. Station One logo request has been discussed.Motion to deny until staff or Robb Cagann resubmits a reimbursement request. Soulier/Smith 5-0 NEW BUSINESS 1. Request for purchase of additional speakers for station one apparatus floor submitted by Dave Hudik. Motion to deny. soutiedsmith 5-0 2. Request for Tuition Reimbursement submitted by Dave Schmidt. Motion to approve. Smith/Fell 5-0 3. Request for Tuition Reimbursement submitted by Greg Benson. Motion to approve. Soulier/Fell 5-0 4. Request for Education Reimbursement submitted by Scott Smith. Motion to approve.Falese/Soulier 5-0 5. Kane County Death Benefit paid for members William Hess and Clarence Reines. Motion to approve. Falese/Smith 6-0 A motion was made to adjourn at 10:20. Falese/Soulier 5-0 Page 1 of 1 Loni Mecum - Re: Agenda for April FFIT meeting From: Loni Mecum To: Smith, Scott Date: 4/4/2005 9:27 AM Subject: Re: Agenda for April FFIT meeting Scott, Yes, I'm the person to send the agendas to for posting. Also please send me the approved minutes (indicating date of approval) signed by the secretary. I'm attaching a copy of the Liquor Commission minutes as an example. The meeting time and place was not stated on the agenda. Please let me know, and I'll add that to the agenda I've posted. Also, please put the date of the minutes to be approved on the agenda. We are required to retain all the minutes and agendas, and it's helpful for us track whether we've received all the approved minutes. Please call me if you have any questions. Thanks. Loni Mecum City Clerk 847-931-5660 >>> Scott Smith 4/1/2005 2:11:51 PM >>> Lon i, This is Scott Smith, I am the new secretary of the FFIT Board. I have the April agenda completed for posting. I was informed that you were the person to get it to for the posting. If you have any questions please give me a reply. Thank you, Scott Smith Firefighter/Paramedic Elgin Fire Department Station 2 - Red Shift 847-931-6185 file://C:\Documents%20and%20S ettings\mecum_1\Local%20Settings\Temp\GW}00001.HT... 4/6/2005 Loni Mecum - Re:Agenda for April FFIT meeting Page 1 From: Scott Smith To: Mecum, Loni Date: 4/5/2005 1:46:54 PM Subject: Re: Agenda for April FFIT meeting Loni, Will do for the additional things you need that I did not put on the agenda. I will get you the approved minutes when they are done. Scott Smith Secretary Foreign Fire Insurance Tax Board >>> Loni Mecum 4/4/2005 9:27:22 AM >>> Scott, Yes, I'm the person to send the agendas to for posting. Also please send me the approved minutes (indicating date of approval) signed by the secretary. I'm attaching a copy of the Liquor Commission minutes as an example. The meeting time and place was not stated on the agenda. Please let me know, and I'll add that to the agenda I've posted. Also, please put the date of the minutes to be approved on the agenda. We are required to retain all the minutes and agendas, and it's helpful for us track whether we've received all the approved minutes. Please call me if you have any questions. Thanks. Loni Mecum City Clerk 847-931-5660 >>> Scott Smith 4/1/2005 2:11:51 PM >>> Loni, This is Scott Smith, I am the new secretary of the FFIT Board. I have the April agenda completed for posting. I was informed that you were the person to get it to for the posting. If you have any questions please give me a reply. Thank you, Scott Smith Firefighter/Paramedic Elgin Fire Department Station 2 - Red Shift 847-931-6185 FOREIGN FIRE INSURANCE TAX BOARD MEETING MINUTES ELGIN, ILLINOIS April 4th, 2005 The meeting was called to order at 09:00 at Elgin Fire Department Station No. 2 ROLL CALL Chairman Tim Ryan P Vice Chairman Pierre Soulier P Treasurer Dave Fell P Secretary Scott Smith P Chief Mike Falese P PREVIOUS MINUTES: Motion made to approve January minutes as submitted. Sourer/S. Smith 5-0 TREASURERS REPORT: Verbal report was given by Fell. He reported that the 2004 financial books are still not closed by the City Accounting Dept. Until the 2004 books are closed, the 2005 books can not be addressed. In addition, the financial software used by the FFIT was deleted from the Station 5 computer during an MIS upgrade. There has been some difficulty in getting the software re-installed; consequently the financial files are not accessible. Outstanding bills cannot be paid until the 2004 financial books are closed. There was discussion as to obtaining another software license, and alternative means to store our financial files to make them more accessible. COMMITTEE REPORTS: There are no committees to report. OLD BUSINESS Thermal imaging cameras; $26,000 has been included and approved in the 2005 City of Elgin budget for the purchase of TICs. The 2006 and 2007 budgets will also contain money to purchase TICs for remaining apparatus that do not carry them. It was discussed that there should be enough money in the Fire Department budget to purchase all of the TICs that we need. In the event that the budget cannot purchase some or all of the TICs, the FFIT Board agreed that FFIT money should be spent on the TIC purchase. There was discussion that a future request could be made to supplement the TIC program once that program is in place. Motion to deny request by Michaels to assist the City with purchase of TICS for suppression apparatus. Soulier/Fell 5-0 NEW BUSINESS Recommendation by Ryan to discuss New Business #1, #2, #4, and #14 in that order due to the fact that on-duty personnel were present to make the request. All members were in favor. 1. (NB#1) Presentation by Nextel Representative was heard. 2. (NB#2) There was discussion on the request as to on-going cost and responsibility, as well as policy questions. This form of communications is not approved for Fire Department use at this time and needs to be discussed by staff. Motion made to deny. Fell/Soulier 5-0 3. (NB#4) Galli present for request. The Fitness committee was told by Chief Baker that the money was not in the budget, and Chief Falese affirmed. It was discussed that the item was missed in the budgetary process. Motion made to Approve in the amount of$25,000. Falese/Soulier 5-0 4. (NB#14) There was discussion as to the specifics of the dumb bell system, and the benefits of the stability ball. There was additional discussion to amend the request to include stability balls for all stations Motion made to approve. Falese/Fell 5-0 5. (NB#13) W. Smith present for request. There was discussion about what jurisdiction this request would be under, and the need to contact MIS. It was put forward that this request is an extension/upgrade to the current cable subscription. Chief Falese would like to gather some more information for staff approval. Motion to approve. Soulier/Ryan 5-0 Motion to amend approval pending staff approval. Soulier/Falese 5-0 6. (NB#3) There was discussion and debate as to the approval of per diem monies with regard to educational re-imbursements. S. Smith disagreed with limiting to tuition only, and favored approval of a per diem. Motion to approve only tuition costs. Falese/Ryan 4-1 7. (NB#5) There was discussion as to why the electronics were not covered by the budget. It was not foreseen in the budgetary process. Motion to approve. Soulier/Ryan 5-0 8. (NB#6) Secretary verified that all necessary paperwork was present. Motion to approve. Fell/Falese 5-0 9. (NB#7) There was discussion as to the current uniform policy as is pertained to t-shirts. Also, the idea of the t-shirt to be issued is more specifically defined was discussed. Motion to deny. Fell/Falese 5-0 Motion to approve navy blue t-shirt with the Union patch on the front chest. and the E.F.D. scramble and "Elgin Fire Department" on the back. Fen/S. Smith 5-0 10. (NB#8) Motion to approve. Soulier/Falese 5-0 11. (NB#9) There was discussion that the request was to be covered in the Station 6 budget. Motion to deny. Falese/Soulier 5-0 12. (NB#10) Motion to approve. Soulier/Falese 5-0 13. (NB#11) Motion to approve. Soulier/Fell 5-0 14. (NB#12) There was discussion about what the upgrade in service actually consisted of, and the necessity of it. Ryan, Soulier, Falese, and Fell dissented. Motion to approve. S. Smith/Fell 1-4 15. (NB#15) The necessary paperwork was not with the request due to the class not being complete yet. Motion to deny. Soulier/Fell 5-0 16. (NB#16) There was discussion as to the actual process of receiving money to the FFIT Board and its dispersement. Outstanding bills are not getting paid in a timely fashion. There seems to be confusion as to who is ultimately responsible for the handling of requests. 17. (NB#17) There was discussion about the perception of this request before a personal meeting could be had. Upon clarification of the request, it was agreed that this approval /denial would cover the ability to hire counsel. If subsequent meeting(s) with Mr. Nowicki could not yield definitive conclusions and agreements as to the workings of the FFIT then the counsel could then be utilized. Chief Falese disagreed with this request. Motion to approve. Soulier/Ryan 4-1 A motion was made to adjourn at 12:00 p.m. Falese/Soulier 5-0 FOREIGN FIRE INSURANCE TAX BOARD ADDED MEETING AGENDA FIRE STATION#1, ELGIN, ILLINOIS JUNE 8TH, 2005 AT 6:00 P.M. CALL TO ORDER ROLL CALL Mike Falese Tim Ryan Chairman Pierre Soulier Vice Chairman Dave Fell Treasurer Scott Smith Secretary NEW BUSINESS 1. Request by Jim Hicks, representing L439, to send personnel to the EMS conference in July. ADJOURNMENT FOREIGN FIRE INSURANCE TAX BOARD SPECIAL MEETING MINUTES STATION #1, ELGIN, ILLINOIS. June 8th, 2005 The meeting was called to order at 6:11 p.m. at Elgin Fire Department Station No. 1 ROLL CALL Chairman Tim Ryan P Vice Chairman Pierre Soulier A Treasurer Dave Fell P Secretary Scott Smith P Chief Mike Falese A NEW BUSINESS Jim Hicks present to make request as representative for the Elgin Association of Firefighters Local 439. He requests $1700.00 to pay for travel, lodging, and registration to the 2005 EMS Conference. Local 439 did not foresee this conference in the budgetary process and therefore do not have the means to pay for it. Motion made to approve re-imbursement of actual expenses for the IAFF EMS Conference, only if members attending are an EFD Lt. with EMS responsibilities and a member of Staff. Ryan/Smith Discussion included who should attend and what amount should be reimbursed. Motion Approved 3-0 A motion was made to adjourn at 6:26 p.m. Ryan. Fell 3-0 FOREIGN FIRE INSURANCE TAX BOARD MEETING AGENDA FIRE STATION#1, ELGIN, ILLINOIS JULY 11TH, 2005 CALL TO ORDER ROLL CALL Mike Falese Fire Chief Tim Ryan Chairman Pierre Soulier Vice Chairman Dave Fell Treasurer Scott Smith Secretary MINUTES OF PREVIOUS MEETING TREASURERS REPORT OUTSTANDING BILLS REPORT OF COMMITTEES OLD BUSINESS 1. Meeting with Mr. Nowicki about the Elgin Municipal Code and State Law as it pertains to the Foreign Fire Insurance Tax. 2. Per Diem reimbursements for fire service education requests. 3. Clarifying tuition reimbursement and training course reimbursement. NEW BUSINESS 1. Request by Hinds for new 6 County Map Books for department vehicles. 2. Request by Lundy for funds to establish a Station 6 candy fund and reimburse monies paid. 3. Request by Nelson to purchase software licenses for Fire Investigation Team members. 4. Request by Fell to purchase a laptop computer for the FFIT Board. 5. Request by Fell to purchase a television for Station 1 dayroom. 6. Request by Bialek for Dive Team equipment. 7. Request by Cagann for TRT equipment. 8. Request by Cagann for tuition and training course reimbursement. 9. Request by D. Schmidt for tuition reimbursement. 10. Request by Bialek for pre-approval of funds for Dark Water Symposium. ADJOURNMENT r FOREIGN FIRE INSURANCE TAX BOARD MEETING MINUTES STATION #1 ELGIN, ILLINOIS July 11th, 2005 The meeting was called to order at 09:10 at Elgin Fire Department Station No. 1 ROLL CALL Chairman Tim Ryan P Vice Chairman Pierre Soulier A Treasurer Dave Fell P Secretary Scott Smith P Chief Mike Falese P PREVIOUS MINUTES: Motion made to approve April minutes as submitted. Falese/Fell 1-0 TREASURERS REPORT: No new report, information is pending. COMMITTEE REPORTS: There are no committees to report. OLD BUSINESS 1. Discussed the upcoming meeting with Mr. Nowicki and the extent to which we are complying with the State Law and the Elgin Municipal Code. 2. Discussion about the idea of per diem reimbursements for fire service training and courses. S. Smith is going to write a draft policy. 3. Clarifying the rules regarding tuition reimbursement and fire service training courses/seminars. Tuition reimbursements mirror the City's policy. The training course/seminar reimbursements do not mirror the City's tuition reimbursement policy. S. Smith is going to write a draft policy for review. NEW BUSINESS The decision was made to hear the requests of the personnel who were present to make their proposal before the requests of personnel not present. 1. (NB#9) D. Schmidt was present to request a tuition reimbursement. He requested $790.73, which was the amount spent in excess of the City's maximum reimbursement. Motion made to approve. Ryan/Feu 4-0 2. (NB#6) Bialek was present to request a GPS sonar chartplotter and a night vision scope for the Fire Department Dive Team. Bialek clearly presented the added benefits of diver safety and increased search efficiency. He requested $2100.00 Motion made to approve. S. Smith/Falese 4-0 3. (NB#10) Bialek present to request that two Dive Team members attend the Dark Water Symposium, including registration, hotel (1 room, 1 night), and meal allowance. A daily class schedule of topics was provided. The request was in the amount of$395.00 (2 registrations), $95.00 (hotel), and unspecified meal allowance. Motion made to approve reimbursement of registration, and hotel and meals not to exceed the City's Travel Policy per diem amounts. s. Smith/Fell 4-0 4. (NB#8) Cagann present to request reimbursement for 1 college course and 2 fire service training courses. The amount requested was $1502.50 Motion made to approve both. Falese/S. Smith 4-0 and S.Smith/Fell 4-0 5. (NB#7) Cagann present to request the purchase of 4 new bags to match the l bag given to the TRT by MABAS. These bags would be able to hold all of the gear needed by each TRT member. The current bags are not broken, but cannot hold all of the member's equipment. The request was for the amount of$640. Motion to approve. Fell/Falese 4-0 6. (NB#1) Hinds not present to request new 6 County Map Books for online apparatus. There was discussion that the Fire Department budget should buy these, and that option is going to be pursued. If the Fire Department budget cannot purchase these map books for the apparatus the FFIT Board will reconsider the issue. Motion to deny. Ryan/Fell 4-0 7. (NB#2) Lundy present to request money to establish a kitchen supply fund for Station #6. The money would go towards reimbursing personnel that spent out of pocket money for the kitchen supplies, pots and pans, and the purchase of additional needed items. The total amount requested was $2500. Discussion about the ability of the Fire Department budget to buy the needed station pots and pans. The money needed for the standard pots and pans will occur through the Fire Department budget process. Motion to approve the establishment of a 1 time kitchen supply fund for the amount of$650.00. Falese/Fell 4-0 8. (NB#3) Nelson not present to request 5 additional software licenses for the fire investigation software. The Department has budgeted for 2 of the seven licenses needed for the active Fire Investigators. The 5 remaining licenses, that are being requested, were not foreseen in the most recent budgetary process. The request was for the amount of$3091.10 Motion to approve. Fell/Falese 4-0 9. (NB#4) Fell present to request the purchase of a laptop computer for the FFIT Board use. Discussion on the current computer set-up versus the use of a laptop for FFIT business. Further discussion on purchasing a service plan as well. The request was for the amount of$1400.00 Motion to approve up to $2000.00. Ryan/S. Smith 4-0 10. (NB#5) Fell present to request the purchase of a television for Station 1 dayroom. Discussion about the problems with the current TV and about the need for a thin profile TV. Further discussion about the need for a TV stand. The request was for the amount of$2500.00 Motion to approve for the amount not to exceed $2500.00. Rvan/s. Smith 4-0 11. Discussion about adding a requirement to reimbursement requests for tuition and fire service course and seminars. The added requirement was the application to the Illinois Fire Chiefs Association Scholarship Program. No decisions were made. A motion was made to adjourn at 11:00 a.m. Falese/Fell 4-0 m 3 Foreign Fire Insurance Tax Board MEETING MINUTES Station#1 Elgin,Illinois October 3rd, 2005 The meeting was called to order at 09:28 at Elgin Fire Department Station No. 1 ROLL CALL Chairman Tim Ryan A Vice Chairman Pierre Soulier P Treasurer Dave Fell P Secretary Scott Smith P Chief Mike Falese P PREVIOUS MINUTES: Motion made to approve July minutes as submitted.Falese/Fell 3-0 TREASURERS REPORT: Fell has received the FFIT laptop with the software installed. He will have a meeting with Bialek to learn procedures. No new report regarding funds. COMMITTEE REPORTS: There are no committees to report. OLD BUSINESS 1. (OB#1) There was discussion as to the procedural necessity of receipts requested by Eric Bahe of the Finance Dept. Lundy present to request a copy of the FFIT By-Laws, and the City Ordinance regarding FFIT. Fell will discuss the issue further with Eric Bahe. 2. (OB#2) Chief Falese read his notes from the meeting. The Chief insisted that we also review Tim Ryan's notes from the meeting. There was discussion about the information given in that meeting, and decided. 3. (OB#3) The recommendation was given by MIS, and approved by the Fire Chief. It is now on the desk of the City Manager for approval. The Chief said that he will continue to address the request. 4. (OB#4) The request was given to Assistant Chief Horist. Chief Falese said he will check into the status. Motion made to go to New Business#2 and 3 before resuming Old Business Pierre/Fell 3-0(D. Schmidt present to make request) NEW BUSINESS 1. (NB#2)D. Schmidt was present to request a tuition reimbursement. He requested$1170. All the requirements for the reimbursement were met. Motion made to approve Fell/Soulier 3-0 2. (NB#3) D. Schmidt was present to remove this request from the agenda. Fire Department funds became available for the training opportunity. OLD BUSINESS(continued) r 1. (OB#5) The per diem draft policy is not complete. Work is being continued by Scott Smith. 2. (OB#6) The tuition reimbursement draft policy is not complete. Work is being continued by Scott Smith. 3. (OB#7) The fire service/job related training draft policy is not complete. Work is being continued by Scott Smith. 4. (OB#8) After discussion, it was decided that the addition of the IFCA scholarship application was encouraged,but not necessary. NEW BUSINESS(continued) 1. (NB#1) Hanks not present to request tuition reimbursement of$366.86. He had met all requirements. Motion to approve Fell/Soulier 3-0 5. (NB#4) Soulier present to request job related training reimbursement of $315.14. He met all requirements Motion to approve S.Smith/Fell 3-0 6. (NB#5) After discussion,the 2006 budget was tabled until further financial information was obtained Motion to table Soulier/Fell 3-0 7. (NB#5)After review,there was discussion about modifying the schedule to 1a shift days to facilitate the current board members. Motion to approve schedule as presented Soulier/Fell 3-1 . 8. (NB#7) There was not enough information to consider the request. If the request is resubmitted with more specific documentation, the board will re- consider. Motion to deny S.Smith/Soulier 4-0 9. (NB#8) There was not enough information to consider the request. If the request is resubmitted with more specific documentation,the board will re- consider. Motion to deny S.Smith/Soulier 4-0 10. (NB#9) There was not enough information to consider the request. If the request is resubmitted with more specific documentation,the board will re- consider. Motion to deny S.Smith/Soulier 4-0 The Board wanted to thank Vice Chairman Pierre Soulier for his many years of service to the Foreign Fire Insurance Tax Board. A motion was made to adjourn at 11:25 a.m. Falese/Fell 4-0 Ap roved �i Scott Smith Secretary