MINUTES OF THE MAY 23, 2007 COMMISSIONERS MEETING

FOR THE MATLACHA/PINE ISLAND FIRE CONTROL DISTRICT

 

 

Call to Order:  The meeting was called to order at 5:02 p.m.

Roll Call:  Commissioner Cammick, Cox, Elder, Peckinpaugh and Cole were present.

Chief Bradley, Deputy Chief Marzella, Inspector Roach, Jon Fishbane (Attorney), Linda Richter and 5 guest were present.

Setting of Agenda:

            Chief adds under Old Business #8 – Rescue Vehicle

Commissioner Peckinpaugh moves to accept the agenda as amended with Commissioner Cox to second.  Motion passed unanimously.

Approval of Minutes:

1.      April 25, 2007 Regular Meeting – Note of correction to page  LCEC easement (need to add it or LCEC to motion).  Commissioner Cammick moves to approve the minutes as corrected with Commissioner Peckinpaugh to second.  Motion passed unanimously.

2.      May 8, 2007 Monthly Workshop – Commissioner Peckinpaugh moves to approve the minutes as presented with Commissioner Cammick to second.  Motion passed unanimously.

3.      May 9, 2007 Special Meeting – Commissioner Cox moves to approve the

minutes as presented with Commissioner Cammick to second.  Motion

passed unanimously.

Treasurer’s Report:  Commissioner Cammick presents Treasurer’s Report.  Commissioner Peckinpaugh moves to accept Treasurer’s Report as presented with Commissioner Cole to second.  Motion passed unanimously.

Bills Paid and Payroll:  Brief discussion regarding the packet information and quarterly information provided from Stroemer & Tuscan; which the Commissioners received follows.  Jeff Tuscan gives brief explanation of these forms.  In the State of Florida the Board on a government is charged with making sure that there is a proper internal control and you’re also then charged with monitoring those controls.  The most efficient way to monitor those controls and make sure you have adequate controls so one of the most efficient ways to do that is to have a comprehensive package of reconciliations and reports provided for you for your monthly meeting.  So these reports would summarize all the income and all the money movement within the Districts accounts in detail.   So what you have are the entire payroll runs for the month, the cash disbursements which should tie into the treasurer’s report, you should also have a trial balance (to show balance of each account you see the books), so you will be provided reconciliations for 7 or 8 of your major accounts which account for all your revenue and expenses, you will be able to tie that to your trial balance so as a board that should assure you then that the books and records are reconciled timely and are accurate because the detail is there. Discussion follows regarding cut off date of reports or possibility of changing meeting date.  Commissioner Cole moves to have financial interval be month to month and the cut off is the last day of the month with Commissioner Cox to second.  Motion passed unanimously.  Discussion regarding check signing and checks that could be signed by staff follows.  Consensus is to add to June 12th Workshop to have Jeff Tuscan come and talk about reconciliation forms and thresholds (dollar value) for staff and what checks staff can sign along with procedure to handle construction project.   Consensus of the board is to have weekly check register and payroll register and end of month for monthly meeting be provided to commissioners. Discussion of reconciliation reports follows.   Commissioner Cammick moves to approve bills paid as presented with Commissioner Cox to second.  Motion passed unanimously. 

Commissioners’ Expenses:  Brief discussion follows.  Commissioner Peckinpaugh moves to have Jeff Tuscan finalize language on form with Commissioner Cox to second.  Motion passed unanimously. 

Review of Income Statement: 

Guest Speakers/Presentations:

Public Comment:  Agenda: None noted.

Volunteers & Explorers:  Deputy Chief Marzella states there are 6 that graduated and 5 have applied for scholarship (Bobby Holloway Scholarship) to fire school and EMT school.

Auxiliary:  Selling t-shirts and cookbooks at next Art Night.  Fund raiser in fall (reflective house numbers). 

CERT:  Hurricane seminar was held last Sunday.

Firefighters:  None noted.

Chief’s Report:

1.      Monthly Report

2.      Inspector’s Report

3.      Bokeelia Station 3 –  May 29th will be meeting with Todd Sweet (Totems) and

electricians to button up some last minute issues.  Also had meeting on Tuesday with Jim Mitchell from Fifth Third bank they are going to send loan documents and interest rate to Pritt for his review once he reviews and okays them I would like to move forward with setting that line of credit up, Commissioner Elder as chair of the board would have to sign.  Commissioner Peckinpaugh moves to authorize Chief to proceed with line of credit including signatures pending review from Roetzel & Andress with Commissioner Cammick.  Motion passed unanimously

4.      Station 1 Bay Expansion – Hearing examiner zoning request date change and

that is June 20th at 10:30 a.m.

Disc 2

5.      Matlacha Station 4 – Had a meeting with county and LCEMS  Discussion

follows. 

6.      Cape Coral Automatic Aid Status – meetings have been cancelled but have

another one scheduled for May 29th at 1:30p.m.

7.      Matlacha Art Night Traffic – met with Art Association May 15th at 6:30 p.m.

and presented our problems.  Discussion follows.  LCSO – on top of situation as far as illegal parking and activities on the road, DOT – make sure traffic ways and crosswalks are properly marked and Code Enforcement for any unauthorized activities.  Commissioner Cammick makes a motion to direct chief to go on record, write letter to Code Enforcement, LCSO, DOT to address potential hazards with Commissioner Peckinpaugh to second.  Commissioner Peckinpaugh suggest copy of letter sent to Art Night.  Motion passed unanimously.  Discussion follows.

 

8.      Fire Hydrants – Discussion follows.  Water company is to be sending CD to

us with map of hydrants with the disc will be a report of where to start and how. 

Old Business:

1.      Affordable Housing – Commissioner Cole states they had a meeting on May

22nd, Scott, Gladys (from affordable housing) and 6 firefighters attended.  Discussion follows.

2.      Mid Month Workshop Agenda (June 12)

a.       Firefighter Comment and Input

b.      Commissioner Guidelines

c.       Jeff Tuscan – Reconciliation Forms and Thresholds for allowing Chief

authority to sign checks and which ones.

3.      Name & Dedication Consideration for Station 3 – Discussion follows. 

Commissioner Peckinpaugh moves that the Bokeelia Station #3 be dedicated to Marty Slater who deserves this recognition because of his dedication to this district with Commissioner Cox to second.  Brief discussion follows.  Motion passed unanimously.  Brief discussion follows.

4.      Chief’s Contract – Discussion follows.  Commissioner Cammick moves to

approve Chiefs contract with items G & H in Section 2 with Commissioner Cox to second.  Discussion of typo on page 5 and it can be penciled in with initialing for tonight. Motion passed unanimously.  Commissioner Cammick moves to enact signing of contract tonight with Commissioner Cole to second.  Motion passed unanimously. 

5.      Collective Bargaining Agreement -  Chief Bradley states he spoke to Captain

Crotty and Engineer Cook about this today and will be working on MOU (memorandum of understanding) for re-openers and will have it ready for next meeting.

6.      Commissioners Guidelines – Brief discussion follows.  Commissioner

Peckinpaugh moves to approve the Commissioners Guidelines as presented with Commissioner Cammick to second.  Brief discussion follows.  Motion passed unanimously. 

7.      LCEC Easement for Bokeelia Station 3 – Brief discussion follows.

8.      Rescue Vehicle – Deputy Chief Marzella presents state bid information. 

Discussion follows.

Disc 3

Consensus of board is that this be deferred until the next board meeting to give Deputy Chief an opportunity to clean the bid up and get Pritt involved.   If get information back we can call Special Meeting for June 12th.

New Business:

1.      Administrative Staff

a.       Organizational Chart

b.      Job Descriptions

c.       Secretarial Position

d.      Contract Consideration for Deputy Chief

e.       Office Layout

Discussion follows.  Chief Bradley and Fishbane are to complete job descriptions (chief and deputy chief) and then bring in ESCI to help with staffing.  Discussion follows. 

Commissioner Peckinpaugh moves that the board give chief permission to proceed with items as outlined in New Business a through e with Commissioner Cox to second.  Discussion follows.  Commissioner Cammick calls for the question with Commissioner Peckinpaugh to second.  Vote on question to end debate.  Cammick/Peckinpaugh –aye  Cole/Cox/Elder –nay.

Discussion follows.  Commissioner Cox calls for the question with Commissioner Cammick to second.  Vote on question to end debate.  All aye.  Vote on original motion all aye.  Motion passed unanimously. 

Public Comment: General:  None noted.

Good of the District:  Hurricane shutters are up on Station 1.  Hurricane shelter has been changed to Diplomat school.  Pictures from school dedicated 10 pages in school year book as to activities with Fire Department.

 

Commissioner Cammick moves to adjourn with Commissioner Cole to second.  Motion passed unanimously.

 

Meeting adjourned at 8:20 p.m.

 

 

Respectfully submitted,

 

Linda Richter

MPIFCD

District Administrative Assistant

 

 

_______________________________

Commissioner James Cole/Secretary