BOARD OF FIRE COMMISSION
Special Meeting
March 12, 2009
“APPROVED SPECIAL MEETING MINUTES”
Present: Chairman David Simko, Matthew Walton, Dr. Richard Brown, Richard Dufour and Dean Michelson
Others Present: Fire Chief Chuck Stickler, Assistant Chief Steve Palmer, Deputy Chief Greg Voelker, Marty Swan, John Basso, Mike Rich, Brian Bochinski, Bill Field, Joe Guest, Charlie Spakowski, Paul Owen, Lee Farkas, Kenny Royce and Hunt Voelker, Rich Klotzbier, Marty Voelker, Victoria Farkas, Megan Spaulding, Charlie Schaub, Ryan Scranton, Jeff O’Keefe (Town Manager), Melissa Engel (Town Council), Jeff Jylkka (Finance Director).
Chairman David Simko called the meeting to order at 5:33 p.m. at the East Hampton Town Hall.
Discussion of the Fire Department Budget -
Chairman Simko stated that he feels that the Board of Fire Commissioners is a unique board since it is made up 1of volunteers for a volunteer organization. Along with volunteering for normal service the Chief puts in an abundant amount of hours managing the department. An example of the members exceptional service is the members of Company 2 refurbished the Forestry truck. The department was given both a pontoon boat as well as an ambulance and the membership made them ready for department use and asked for very little monetary backing from the town. The Commission and the membership feel that the town government views the department as second rate citizens. The Commissioners and the Department request help from the Town only when absolutely necessary. The only reason that the department comes before the Town
Manager, Town Council Chair and the Finance Director is because of the standing of the current budget. One of the things that the Department and the Commission would like is to have the Capital money be put back into the operating budget for this year as well as in the next year’s budget.
Jeff O’Keefe asked that the department as well as the Commission not lump him in with the problems of the past. Since being here, he is has assisted with the department getting the R-1 Supplement.
He stated that he would like to work with the Commissioners on a systemic process and he does understand that coding has become an issue because of line items being overdrawn, which he hopes to work with the Commissioners and the Chief in rectifying.
Chief Stickler stated that he has been coding to where the money has been located. Richard Brown stated that we have been coding per previous accounting procedures. Melissa Engel suggested that a finance person be assigned to the Fire Department for any questions.
Richard Brown stated that this Commission has been doing their job for a long time and are aware of how to code there items. The Commissioners feel that the other issue is trust. Jeff O’Keefe said if he had a trust issue he would have been at the Commissioners meetings. Dean Michelson said that the other issue is that the Council Liaison has not attended any regular meetings. Melissa Engel asked that a person from the Fire Commission and/or the Fire Department be picked to attend regular Council meetings to keep the Council informed and this will open up the lines of communication. Melissa also gave the department an option to present at quarterly meetings to enable the department to have a platform to speak and not only bring issues to light but use the meetings to inform the public on the department.
Jeff Jylkka mentioned that when the budget was submitted for the 2009-10 fiscal year documentation was requested and because it was not received monies were put into contingency instead of into the budget. Marty Swan stated that if last years budget was left alone then the department would not have this problem today. Melissa Engel asked if the problem could be fixed at this meeting or does the Finance Committee need to be involved. Jeff Jylkka stated that if the Finance Committee doesn’t fix the problem then the Town Council has the opportunity to rectify the problem.
The Commissioners asked that the current year problems be rectified. To do so the Department needs to make a request to the Board of Finance to get the monies moved, but if the Board of Finance denies it then it goes before the Council. The Finance Director suggested that a few people sit down and work on where the money should be put before going to the Board of Finance.
Paul Owen asked for clarification on the prior year budget on why $66,000 was taken out and put into the capital budget. Jeff Jylkka stated that he will work with the Commissioners and the Department until this is fixed. Melissa Engel asked that the money be put back and stated that the department submit a 2009-10 budget for $238,000 and that someone from the town will speak to the Board of Finance.
Dean Michelson asked about the $4600 that was taken out of the capital money. Jeff O’Keefe stated that this was done to cover an overage. Dave Simko stated that he just found out about the transfer and would like to request that any communications from the town goes directly to the Board of Fire Commissioners and then they will relay it to the Fire Chief. The Commissioners asked that information be produced as to what the $4600 was for.
Steve Palmer wanted to clarify that Chuck should be able to get the day to day information but the Commissioners need to be copied so no-one is left out of the loop. Steve also stated, when Jeff suggested that a few people need to get together to go over where the money needs to go, it isn’t the point. The money should be put back into the budget from where it was taken.
Greg Voelker asked (yes or no) will the money be put back. Jeff O’Keefe stated that the money will be put back. Melissa asked when the money will be put back. Jeff O’Keefe stated that he will write a letter to the Board of Finance so the issue will be addressed at the next Finance Committee meeting. The Commissioners and the department’s membership will be notified when the meeting is to take place. Marty Swan suggested that the Fire Commission and the Fire Chief write letters to be sent to Finance Committee to get the money moved back.
Richard Brown asked if the 2009-10 budget will be set up the same way. Jeff O’Keefe reiterated that he will work with the department to make sure the problems don’t happen in the next fiscal year.
John Basso requested that the Finance Committee be asked why they moved the money in the first place. Melissa Engel suggested that when they attend the meeting that they have the questions ready.
Dave Simko asked where the tanker request appears; Jeff O’Keefe stated that the request went onto the bond list. Richard Dufour asked why the fire vehicles are not put into a fleet replacement. Jeff O’Keefe stated that the new public works director should be contacting the department and incorporating the department’s capital needs in his assessment.
The Board of Fire Commissioners thanked Melissa, Jeff and Jeff for attending and addressing the problems and concerns of the Commission and the Department.
A motion was made by Richard Dufour and seconded by Richard Brown to adjourn the regular meeting at 6:55 p.m. Vote 5-0 all in favor
Respectfully submitted,
Kristin A. Olzacki
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