January 10, 2009

Dear Bartlett Volunteer Fire Department, Inc Members & Supporters,

It is my pleasure to present to you this annual report on the state of the Bartlett Volunteer Fire Department, Inc.  It seems hard to believe that only a year has passed since our grouped gathered at the Bartlett Ball Room to celebrate the Holidays of 2007.   Much has changed for the organization in the last year and this report will attempt to cover it all in detail.

Over the past year it has been my pleasure to serve as your President and member of the Board of Directors along with Richard (Rick) Nelson, Brian P. McGuire, Robert (Bob) Davis, and Eric Shipman.  It is important that everyone know that you have been represented by a very dedicated and thoughtful group of directors who have contributed countless hours of blood, sweat and at times tears for the betterment of this organization and its members.  Fate threw more than one curve ball at this group during 2008 and each time they managed to hit the ball.

The intent of the next few pages is to give everyone some insight into the many challenges the organization had last year and celebrate the success in 2008 as well.  Though the Bartlett Fire Protection District saw fit to discontinue its lease with the Corporation, stop the joint holiday party and investigate legal options to force the removal of the name from our building the organization has not backed away from its community service to the residents of Bartlett.  

With support of members like you the tradition of service that was started in 1897 by those 26 men on December 26th will continue for another 100 years.  Though the organization no longer answers the call of the fire alarm it does continue to support community projects and activities as well as the volunteer fire service at large.

Thank you for your continued efforts and I hope you find the report informative and useful.  It is our hope to produce one each year going forward.

                        Sincerely,


                        Michael Dexter
                        President

There is no doubt that 2008 will be recorded as a major year of change and development for the Bartlett Volunteer Fire Department, Inc.   The year started with the a board of directors learning of the Bartlett Fire Protection District’s intent to cease use of the front portion of our building located at 218 S. Main Street as a Paid-On-Call fire station.  The news was delivered during the districts strategic planning session held the first part of January at the Hoffman Estates Marriott.  While this had been talked about for some time the news was still a shock given that three days prior the fire chief and his assistant spent over three hours in a meeting with the Fire District’s Paid-On-Call officers discussing in great detail how the Paid-On-Call station could be used to serve the resident of the Bartlett Fire Protection District.

The Board of Directors met in late January to conduct its own strategic planning session and outlined several goals for itself and the organization in 2008.  The first was to update the organizations charter and move forward with by-law changes that were recommended by the committee that was chaired Andrew Scumaci in late 2007.  The second was to see if the fire protection district could be persuaded to reverse its policy decision regarding operation of the Paid-On-Call fire station and if not begin work to secure a replacement tenant. The third goal was to plan for a celebration of the fire barn turning 50 years old over the course of 2008 and 2009. The fourth goal was to increase awareness in the community of the Bartlett Volunteer Fire Department, Inc. with a revamp of the corporation’s website and increased coverage of our events.  The final goal was to increase our effectiveness with communicating with our own membership regarding meetings and events.

It was also at this time in January that it was decided by the Board of Directors that the organization needed to reinstate the position of General Counsel.  With the need to update the charter and by-laws and the increasing hostility from some members of the fire protection district board and leadership, it was thought that this was in the best interest of the organization.  Fortunately Patricia Kelly, a Bartlett resident and an attorney with experience representing 501 (c)(3) tax exempt organizations volunteered to serve as General Counsel.  The Board formally appointed her in February of 2008.

With the help of the General Counsel the Board of Directors presented a draft to the membership in March of 2008 of an updated charter.  After much discussion and clarification the changes to the charter were adopted by the membership in May of 2008.  While most of the changes added additional legal language as the charter had not been updated since the Bartlett Volunteer Fire Department incorporated in the mid 1950’s, the changes did incorporate the organization’s desire to support the volunteer fire service at large.

In June of 2008 after discussion at three regular meetings and over 90 days notice to the members the organization voted overwhelmingly to change the by-laws of the organization. Like the charter, many of the changes made to the by-laws where made at the recommendation of the General Counsel to reflect the times.  The biggest change the membership made was to who qualified for membership and the reinstatement of membership dues.

Membership in the association had long been tied to service as a paid-on-call/volunteer firefighter.  This excluded full-time firefighters employed by the fire district from full membership or firefighters from neighboring towns or even residents who served as full-time firefighters in other towns.  (Up until this time full-time firefighters employed by the fire protection district could only be associate members.) In an attempt to be more inclusive the Board of Directors established a committee in the summer of 2007 to study the issue of membership.  This committee was chaired by Andrew Scumaci, who served as past member of the Board of Directors and is lifetime member.  Mr. Scumaci was chosen to chair this group because he had recently become employed as a full-time firefighter with the district.   His committee delivered its recommendations to the Board in January of 2008.

By this time it was clear to the Board that membership needed not just to be opened to full-time firefighters employed with the Bartlett Fire Protection District but anyone who was or ever had been affiliated with a fire department, rescue squad or EMS district.  An associate membership category was created for members of the law enforcement community and dispatchers who wished to support the efforts of the organization.  The last category of membership created was for a business person, civic group or individual who wanted to join. 

In June the Fire Protection District vacated the front portion of the building, ending over 50 years of service as fire station.  When they left, they not only took the equipment but also removed the emergency phone on the outside of the building that allowed the public to be connected with a dispatcher to request aid or report an emergency.  The Board of Directors met with the President of the Board of Trustee’s for the Fire Protection District and requested that the phone be reinstalled and the Bartlett Volunteer Fire Department, Inc. would assume responsibility for the charges to maintain the phone line.  Despite what was a very positive meeting it was learned in passing sometime later that the phone would not be reinstalled because the fire chief objected to its reinstallation. 

The Board of Directors contacted the local dispatch center to inquire about having a phone installed and learned that all that need to be done was to have the phone line reactivated and a call box installed outside.  It is expected that a new emergency phone will have been installed and provided as a service by the organization the residents by the time you are reading this.

July saw the plans for a new event to be hosted by the association to celebrate the beginning of construction of the fire barn.  The organization decided to hold a street dance on Main Street in front of the fire barn.  Late July found the directors at a Village Board Meeting asking the Village for permission to shut down Main Street and allow the Volunteer Fire Department to erect a stage and sell beer and food outside.  To the surprise of many the Village Board granted its permission and the dance was scheduled for Saturday August 30th.  With out the guidance and help of both Village Administrator Valerie Salmons and Village Trustee Michael Airdo it would be hard to believe that this event would have become a reality.

With just over six weeks the Board of Directors locked in a stage company and booked the group the Rag Tops.  Work assignments were organized, security was arranged for and members recruited to work the event.  The weather worked with us and over 500 people turned out to enjoy an old fashioned street festival.  After the event ended the street was opened in one hour.  The members of the Bartlett Volunteer Fire Department, Inc let the residents know that their organization still had a lot to give the community.  Bill Tiknis kicked off the evening with a short history of the Fire Barn.

In August the new tenant moved in the front bay area.  Hanover Township signed a one year lease to house its senior busses at a rate of $20,000 a year.  The agreement was unanimously approved by the Hanover Township Board and was approved by the Board of Directors with one abstention.

In September the organization held its annual money raffle, and with a last minute push the event made a few thousand dollars for the organization.  In 2009 this raffle will be combined with the Street Dance event in an effort to generate more ticket sales. This was also when the Board of Directors learned that the Fire Protection District Board of Trustees was asking its legal counsel to investigate if they could force the Bartlett Volunteer Fire Department into removing its name from its building.  The matter was referred by the Board of Directors to the General Counsel.

November brought with it the annual turkey raffle which was a wonderful success.  A full house showed up to take their chances at winning a bird for a Thanksgiving Day feast.   The membership showed up in force to make the event run smoothly.

December saw the Boards attention turn to its website.  A new website is being developed and should be on line by the end of January.  The new site will have more pictures and help to promote both hall rental and the association.

Lee Beattie has done a fine job in her fifth year as House Manager.  Despite a ruff market place and a job change she has continued to dedicate many hours of service to the organization.  Octavio Garcia has continued to ensure that the hall is clean each week and ready for the next showing or rental.

The Fire Barn has had a good year as well.  Once again the Hall has not only covered its expenses but generated a small profit to the corporation.  Countless civic groups have used the hall free of charge to raise money for their causes.  The Bartlett Lions Club, Bartlett Veterans Memorial Foundation and VFW post are but a few.  Not to mention all the individuals that held events to raise money for sick relatives or support cures for many diseases. 

The Barn had some treatment of its own this year in November the wood floor was repaired to remove a buckle and the bathroom wall was repaired after a township bus went through it.  The doors were rekeyed in October and members issued new keys. (Any member that needs a key please see a Director to have one issued to you.)

A new Board member who was elected at the Annual Meeting on December 26th with 18 members present and 12 proxies submitted, Robert Bucarro was elected to replace Robert Davis who did not seek re-election as a director.  Mr. Bucarro served on the Board earlier in the decade and as the owner of his own business he brings a wealth of practical knowledge to the group.

A special thank you goes out to Robert Davis and his family.  Mr. Davis served as the Secretary of the Bartlett Volunteer Fire Department for the two years.  In addition to taking the minutes, preparing the agendas and maintaining the membership rolls he is the one who has been responsible for mailing out the meeting notices.  The membership owes him and his family a great deal of thanks for the amount of time he has given to the organization and we look forward to his continued involvement.

In 2009 we hope the organization will grow in membership and attendance will continue to remain strong at the monthly meetings held the last Friday of each month with cocktails at 6:30 and dinner at 7:00 PM. Your help is needed with out your involvement and support the organization can not survive.  Though much has changed the commitment to service has not, and the strong friendships remain.  We look forward to a great 2009.