A regular meeting of the Board of Trustees of the Harvard Fire Protection District was held on Tuesday, November 12, 2019 at 7:00 p.m. at the Harvard Fire Department located at 502 S. Eastman Street, Harvard Illinois, 60033, pursuant to notice.
CALL TO ORDER: President Hugg called the meeting to order at 7:03 p.m.
ROLL CALL: PRESENT: President Roger Hugg, Treasurer Laura Evers, Trustees Joe Clarke and Thomas
Condon ABSENT: Secretary Josh Kelnhofer ALSO PRESENT: (Acting) Fire Chief Brian Pierce, Deputy Fire Chief Don Davidson, Harvard Fire Protection District; Mayor Michael Kelly, City of Harvard; Paul Jacobs and Pete Livdahl, Members of the Public; Robina Amato, Lauterbach & Amen, LLP
PLEDGE OF ALLEGIANCE AND MOMENT OF SILENCE: The Board of Trustees and all members of the Public stood and recited the Pledge of Allegiance and entered into a moment of silence.
AGENDA APPROVAL: The Board reviewed the November 12, 2019 regular meeting agenda. A motion was made by Trustee Clarke and seconded by Treasurer Evers to approve the November 12, 2019 regular meeting agenda as prepared. Motion carried unanimously by voice vote.
PUBLIC FORUM: Mayor Michael Kelly addressed the Board and expressed his gratitude for the Fire Protection Districts’ completion and passing of the former Motorola site inspection in hopes it will soon be available for better use. The cooperation in bettering the community is greatly appreciated.
Mr. Paul Jacobs addressed the Board regarding concerns with overspending of revenue as well as personnel and overtime costs to the Harvard Fire Protection District. Mr. Jacobs inquired about the current listing for a part time Fire Chief and the state mandated qualifications that are not currently listed on the posting.
Mr. Pete Livdahl inquired about the cost of hiring a part time Fire Chief and the ability to promote from within the Fire Protection District. Mr. Livdahl expressed his desire for the Board of Trustees to keep the hiring process in house.
A motion was made by Trustee Condon and seconded by Trustee Clarke to close the public forum. Motion carried unanimously by voice vote.
Harvard Fire Protection District 502 S. Eastman Street • Harvard, Illinois 60033 • Phone: 815-943-6927
BOARD of TRUSTEES Roger Hugg Laura Evers Josh Kelnhofer Joe Clarke Thomas Condon
Harvard Fire Protection District Meeting Minutes – November 12, 2019 Page 2 of 4
SECRETARY’S REPORT: Approval of the October 8, 2019 Regular Meeting Minutes: The Board reviewed the October 8, 2019 regular meeting minutes. A motion was made by Trustee Clarke and seconded by Trustee Condon to approve the October 8, 2019 regular meeting minutes as written. Motion carried unanimously by voice vote.
TREASURER’S REPORT: Treasurer Evers informed the Board that Lauterbach & Amen, LLP will be on site Thursday, November 21, 2019 to begin consulting services for the Fire Protection District. Treasurer Evers requested a generic email address for accounts payable purposes be created for the Fire Protection District.
ACCOUNTS PAYABLE: Treasurer Evers presented the Board with the following invoices for approval:
- Ace Hardware Store invoice in the amount of $25.76
- Warehouse Direct invoice in the amount of $61.66
- City of McHenry invoice in the amount of $3,293.41
- Bound Tree invoice in the amount of $165.36
- CSI Invoice in the amount of $125.00
- O’Reilly’s Auto Parts invoice in the amount of $615.28
- RA Adams Enterprises invoice in the amount of $90.61
- Wirf Industries invoice in the amount of $8,223.42
- Harvard Quick Lube invoice in the amount of $409.14
Trustee Clarke informed the Board that Lauterbach & Amen, LLP will do a full accounts payable review in conjunction with the approved annual budget beginning with May 1, 2019 through present day and provide an update to the Board on any outstanding invoices.
A motion was made by Trustee Evers and seconded by Trustee Clarke to approve payment of the invoices as presented in the total amount of $13,009.64. Motion carried by roll call vote. AYES: President Hugg, Treasurer Evers, Trustees Clarke and Condon NAYS: None ABSENT: Trustee Kelnhofer
CORRESPONDANCE: There was no correspondence presented for review.
FIRE CHIEF’S REPORT: (Acting) Chief Pierce provided the Board with a compilation of weekly reviews for the prior four weeks and apprised the Board on current equipment repairs and the call activity for October 2019 as follows:
Call Activity for October 2019 October 1, 2019 through October 31, 2019 124 October 1, 2018 through October 31, 2018 144 January 1, 2019 through October 31, 2019 1251 January 1, 2018 through October 31, 2018 1183 Year to Date Call Decrease 68 calls/5.4% decrease
Harvard Fire Protection District Meeting Minutes – November 12, 2019 Page 3 of 4
October 2019 Call Breakdown # of Calls Incident Type Description
90 321 EMS Call, excluding vehicle accident with injury
6 554 Assist Invalid 6 611 Dispatched and Cancelled En Route 4 571 Cover Assignment, Stanby, Moveup 3 324 Motor Vehicle Accident with No Injuries 2 322 Motor Vehicle Accident with Injuries 2 444 Power Line Down 1 323 Motor Vehicle/Pedestrian Accident 1 511 Assist Police or Other Governmental Agency 1 531 Smoke or Odor Removal 1 622 No Incident Found on Arrival at Dispatch Address 1 671 HazMat Release Investigation with No HazMat 1 700 False Alarm or False Call, Other 1 745 Alarm System Activation, No Fire, Unintentional 1 130 Mobile Property (Vehicle) Fire, Other 1 412 Gas Leak (Natural Gas or LPG) 1 631 Authorized Controlled Burning 1 740 Unintentional Transmission of Alarm, Other
(Acting) Chief Pierce informed the Board Ambulance #752 is in need of repairs to the passenger door and quarter panel, Tower #783 is without a main ladder due to hydraulic issues and Verde completed the lighting upgrade to the north and south bay lighting.
The Board was provided with material from the FDA explaining the current cardiac monitors on all three ambulances will no longer be supported and will require replacements as of February 3, 2021. (Acting) Chief Pierce requested the Board prepare for the purchase of a new cardio monitor for each of the ambulances currently in service within approximately 14 months.
(Acting) Chief Pierce also informed the Board Andrew Pierce has passed his national EMT exam. (Acting) Chief Pierce recounted the immaculate effort put on by the Fire Protection District during a structure fire November 6, 2019, all crews and equipment returned to the station without injuries and/or issues.
(Acting) Chief Pierce prepared the longevity reports to be distributed to the Board Treasurer.
A motion was made by Trustee Condon and seconded by Treasurer Evers to accept the Chief’s report as presented. Motion carried unanimously by voice vote.
OLD BUSINESS: There was no old business to discuss.
NEW BUSINESS: Preliminary Tax Levy Discussion: Trustee Clarke reviewed the preliminary tax levy report prepared by Lauterbach & Amen, LLP and informed the Board the increase in the levy for the 2019 fiscal year does not require a Truth in Taxation hearing as it has in the past. A final report will be available for review and approval at the December 10, 2019 meeting.
Harvard Fire Protection District Meeting Minutes – November 12, 2019 Page 4 of 4
State Communication Grant and Station Alerting: (Acting) Chief Pierce presented the Board with the quote for the new G2 station alerting system for review and approval. Deputy Chief Davidson apprised the Board that US Digital Designs is the Phoenix System proprietary to McHenry County Dispatch and he has partnered with the vendor for affordable pricing. Currently, the quote for the new G2 station alerting system for the Fire Protection District is $31,873.54.
(Acting) Chief Pierce and Deputy Chief Davidson requested approval for the purchase of the G2 alerting system in the amount of $31,873.54, which would be reimbursed with the State Communication Grant and subsequently followed by the purchase of six new radios for approximately $49,000 and four MVTs for approximately $5,300.
Trustee Clarke requested documentation be provided to the Board confirming US Digital Designs is proprietary which would not require the Board put this purchase up for the standard bidding process. Further discussion will be held at the next regular meeting.
Approve Annual Audit: The Board tabled this matter to allow each Trustee time to diligently review the annual audit. Further discussion will be held at the next regular meeting. A motion was made by Trustee Condon and seconded by Treasurer Evers to table this matter for the next regular meeting. Motion carried unanimously by voice vote.
CLOSED SESSION: There was no need for closed session.
ACTION ITEMS: There were no action items to come before the Board.
ADJOURNMENT: A motion was made by Trustee Clarke and seconded by Trustee Evers to adjourn the meeting at 7:47 p.m. Motion carried unanimously by voice vote.
The next regular meeting is scheduled for Tuesday, December 10, 2019 at 7:00 p.m. at the Harvard Fire Department located at 502 S. Eastman Street, Harvard Illinois, 60033.
Board President or Secretary
_____________________________ Date Approved by Board
Minutes prepared by Robina Amato, Professional Services Administration, Lauterbach & Amen, LLP