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Minutes of Annual Meeting - September 13, 2016

The meeting was called to order by President and Trustee Wilfred J. Perreault at 7:30 p.m. on September 13, 2016, at Fire Station No. 2, 2020 South Highland Avenue, Conference Room, Lombard, Illinois.

Members Present: Ronald C. Smith, Secretary, Wilfred J. Perreault, President and Treasurer and Joseph F. Gribauskas, Jr. Trustee

Member Absent: None

Others in Attendance: Interim Fire Chief Patrick Gericke of the Lombard Fire Department and Maureen C. Strauts, Martin, Craig, Chester & Sonnenschein LLP.

The fire department staff posted a notice of the annual meeting at both Fire Stations and posted the Agenda of this meeting at both Fire Stations at least 48 hours prior to the meeting and the agenda for the meeting and notices of the annual meeting have been posted on the District’s website continuously for longer than this time period. Attorney Strauts reported that the notices of the public hearing on the budget and annual meeting had been published in Lombard Suburban Life, a newspaper of general circulation within the District on August 5, 2016. Attorney Strauts reported that there was a quorum for the meeting.

Whereupon Trustee Perreault moved and Trustee Gribauskas seconded the motion to elect Ronald C. Smith as President for the following year. Motion carried.

Whereupon, Trustee Perreault moved and Trustee Smith seconded the motion to elect Joseph F. Gribauskas, Jr. as Secretary for the following year. Motion carried.

Whereupon, Trustee Smith moved and Trustee Gribauskas seconded the motion to elect Wilfred J. Perreault as Treasurer for the following year. Motion carried.

Copies of the minutes of the annual meeting on September 1, 2016 had been distributed to all members following that meeting and posted on the web site of the District. Trustee Perreault moved that the reading of the minutes for the annual meeting be waived and that the minutes of the annual meeting be accepted as written. Trustee Gribauskas seconded the motion. Motion carried.

The Trustees discussed that the Village of Lombard has provided a high level of service to the whole district, that there is good response time for calls in the District, that the service to the residents has been excellent and that there was no need to change its relationship with the Village of Lombard Fire Department.

Whereupon, Trustee Perreault moved and Trustee Smith seconded the motion that the District will maintain its relationship with the Village of Lombard Fire Department for fire protection in accordance with the existing contract with the Village of Lombard. Motion carried.

The attorney for the District reported that under current state law the District has not been required to have a formal audit by a certified public accountant of its finances conducted since it has a budget less than $850,000.00. This has been the policy of the District for several years. A new law now requires that the District approve the annual financial report prepared by the Treasurer each year by a 3/5 majority in order to avoid the requirement of conducting a formal audit of the records every four years. This will avoid additional costs to the District.

Whereupon, Trustee Perreault moved and Trustee Smith seconded the motion that a resolution be adopted that the District will continue its current policy of not conducting a formal audit of its finances if the Board reviews and approves at a public meeting the Treasurer’s annual financial report by at least a 3/5 majority. Motion carried unanimously.

Whereupon, the Board was provided a copy of the Treasurer’s annual report for 2015 that was published in 2016, posted on the District’s website, and filed with the County Clerk. The Treasurer reviewed the items on the report showing the expenses actually paid, including for fire services, and the receipts, including taxes, paid to the District. The Trustees discussed the report. Trustee Smith moved and Trustee Gribauskas seconded the motion to approve the Treasurer’s Annual Report for 2015. Motion carried unanimously.

The attorney for the District reported that due to the changes in the Board it is necessary to authorize all of the Board members to have access the District’s financial banking accounts. The Trustees discussed the current banking arrangements and procedures.

Whereupon, Trustee Perreault moved and Trustee Gribauskas seconded the motion that a resolution be adopted that all of the officers and Trustees of the District are authorized to have access to the financial accounts of the District including the ability to write checks, make deposits and withdrawals and to receive copies of the account statements. Motion carried.

Whereupon, the Trustees considered the Treasurer’s report and recommendation to adopt the tentative budget. Trustee Perreault presented the proposed budget and described the budget process, including a comparison to the prior budget and the Assessed Property Valuation of the District. The Trustees then discussed the tentative budget, the actual expenses paid during the last year, and amounts appropriated in the budget for 2016.

Trustee Perreault opened and called to order the Public Hearing on the proposed Budget and Appropriation Ordinance. The Motion was seconded by Trustee Gribauskas. Motion carried.

As there were no members of the public present at the Public Hearing, Trustee Perreault moved to close the Public Hearing. Motion seconded by Trustee Gribauskas. Motion carried.

Whereupon, Trustee Perreault moved that the proposed budget be adopted as the 2016 Budget and Appropriation Ordinance in the form of the Ordinance No. 96 which had been prepared by the Attorney for the Fire Protection District. Trustee Smith seconded the motion. Motion carried.

Whereupon, Trustee Perreault moved that the 2016 Levy Ordinance be adopted in the form of the Ordinance No. 97 which had been prepared by the Fire Protection District Attorney. Trustee Smith seconded the motion. Motion carried.

Whereupon, the Interim Fire Chief reported on the activities of the Lombard Fire Department and the provision of services to the District. The Interim Fire Chief presented a written report of the Department’s activities in the District during the last year. The Lombard Fire Department increased the number of paramedics resulting in the ability to provide 3 ALS ambulances full time. The Department purchased a new ambulance in May 2016 and a new fire engine in September 2016. The village appointed Chief Richard Sander as new fire chief beginning in October.

There were a total of 423 calls of which 339 were for emergency medical services. This is an increase of 47 calls over last year’s total number of calls. The Department responded to four structure fires this year resulting in $505,000 of estimated property loss. There is in place mutual aid agreements with other departments, including York Center Fire Protection District and Downers Grove.

As new business and legal report, the District attorney reported that she completed the annual training as the Open Meetings Officer and as the Freedom of Information Officer and the new Ethics Training for the County. She will act as the administrator of the County Ethics Training Program that requires annual training for the board members.

There have been six FOIA requests filed with the District this year from various public organizations. All requests were timely answered.

The District attorney reported that new proposed legislation will require the District to include more information on its web site. In addition to the posting of the agenda and minutes, all notices that are required to be published must be posted on the website. In addition, a single email address and phone number for the board must be posted. Trustee Gribauskas agreed to the use of his email and phone for this purpose.

Whereupon, the Trustees determined that the next meeting would be September 12, 2017 at 7:30 p.m. All meetings shall be held at the Lombard Fire Protection Department Station #2, 2020 S. Highland Avenue, Conference Room, Lombard, Illinois 60148. The President shall call special meetings as required for the orderly administration of the District.

Whereupon, Trustee Perreault moved and Trustee Gribauskas seconded a motion to adjourn. Motion carried.

Dated: September 13, 2016
Joseph F. Gribauskas, Jr., Secretary