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2025 03 19 FCPEMSD Minutes, SpecialMINUTES OF THE SPECIAL MEETING OF THE BOARD OF DIRECTORS OF THE BAYTOWN FIRE CONTROL, PREVENTION, AND EMERGENCY MEDICAL SERVICES DISTRICT March 19, 2025 The Board of Directors of the Baytown Fire Control, Prevention, and Emergency Medical Services District (FCPEMSD) met in a Special Meeting on Wednesday, March 19, 2025, at 4:30 P.M., in the Baytown Conference Room of the Baytown City Hall, 2401 Market Street, Baytown, Texas with the following in attendance: Barry L. Hawkins Vice President Abraham Carrillo Director Mirtha Morales Director Jamari Gilbert Director Carol Flynt Assistant General Manager Vance Hinds Assistant General Counsel Gabriella Gonzales Acting Secretary Vice President Barry L. Hawkins convened the March 19, 2025, FCPEMSD Board Special Meeting with a quorum present at 5:08 1 .M., all members were present with the exception of Directors Ashley Robins and Larry Hollaway who were absent. 1. CITIZEN COMMENTS Vice President Barry L. Hawkins announced no one signed up to speak. 2. MINUTES a. Consider approving the minutes of the Baytown Fire Control, Prevention, and Emergency Medical Services District Special Meeting held on November 25, 2024. A motion was made by Director Mirtha Morales, and seconded by Director Jamari Gilbert to approve the minutes of the Baytown Fire Control, Prevention, and Emergency Medical Services District Special Meeting held on November 25, 2024, as submitted. The vote was as follows: Ayes: Vice President Barry L Hawkins, Director Abraham Carrillo, Director Mirtha Morales, Director Jamari Gilbert Nays: None Other: Director Ashley Robins (Absent), Director Larry Rollaway (Absent) Approved FCPEMSD Board Special Meeting Minutes March 191 2025 Page 2 of 6 3. RESOLUTIONS Vice President Barry L Hawkins requested agenda items 3.a., 3.d., 3.e., and 3.f be considered together. a. Consider a resolution amending the Baytown Fire Control, Prevention, and Emergency Medical Services District's Fiscal Year 2024-25 budget to transfer monies from Fund Balance to Motor Vehicles (32007020-56800) for the purchase of a Haz-Mat tractor, trailer, and related equipment. d. Consider a resolution approving the purchase of a Peterbilt tractor and upfitting for the HazMat trailer. e. Consider a resolution approving the purchase of one (1) 2025 CAN -AM Utility Task Vehicle (UTV). f. Consider a resolution approving the purchase of one (1) HazMat camera. Fire Chief Kenneth Dobson presented an overview of Agenda Items 3.a., 3.d, 3.e, and 3.f and stated this proposed resolution amends the Baytown Fire Control, Prevention, and Emergency Medical Services District's Fiscal Year 2024-25 budget to transfer $200,000.00 from Fund Balance to Motor Vehicles (32007020-56800) for the purchase of a Haz-Mat tractor, trailer, and related equipment. Related equipment includes a utility task vehicle ("UTV") which will be used to transport personnel around the scene, and a Haz-Mat camera. Further, Chief Dobson stated this item was approved in the Fiscal Year 2023-24 budget, however, Staff was unable to complete the procurement process by the end of the fiscal year. The total cost of the Haz-Mat vehicle is $19300,000.005 and they are delaying the purchase of new Engine 4, which was budgeted and approved for this fiscal year at a cost of $1,100,000.00. These funds, along with the additional $200,000.00, will be used for the purchase of the Haz-Mat vehicle and related equipment. A motion was made by Director Mirtha Morales, and seconded by Director Abraham Carrillo to approve Items 3.a., 3.d., 3.e., and 3.f., as submitted. The vote was as follows: Ayes: Vice President Barry L Hawkins, Director Abraham Carrillo, Director Mirtha Morales, Director Jamari Gilbert Nays: None Other: Director Ashley Robins (Absent), Director Larry Hollaway (Absent) Approved RESOLUTION NO. 102 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN FIRE CONTROL, PREVENTION, AND EMERGENCY MEDICAL SERVICES DISTRICT AMENDING THE BAYTOWN FIRE CONTROL, PREVENTION, FCPEMSD Board Special Meeting Minutes March 19, 2025 Page 3 of 6 AND EMERGENCY MEDICAL SERVICES DISTRICT'S FISCAL YEAR 2024-2025 BUDGET BY REPROGRAMMING TWO HUNDRED THOUSAND AND NO/100 DOLLARS ($200,000.00) FROM THE FUND BALANCE TO MOTOR VEHICLES FOR THE PURCHASE OF A HAZ-MAT TRACTOR, TRAILER, AND RELATED EQUIPMENT; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. RESOLUTION NO. 105 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN FIRE CONTROL, PREVENTION, AND EMERGENCY MEDICAL SERVICES DISTRICT APPROVING THE PAYMENT TO RUSH TRUCK CENTERS THROUGH THE PURCHASING COOPERATIVE BUYBOARD PROGRAM, CONTRACT #723-23 FROM THE BAYTOWN FIRE CONTROL, PREVENTION, AND EMERGENCY MEDICAL SERVICES DISTRICT'S FISCAL YEAR 2024-2025 BUDGET FOR THE PURCHASE OF A PETERBILT TRACTOR, UPFITTING, AND RELATED EQUIPMENT FOR THE FIRE DEPARTMENT IN THE AMOUNT OF TWO HUNDRED FIFTY- FOUR THOUSAND NINE HUNDRED EIGHTY-THREE AND 57/100 DOLLARS ($254,983.57); MAKING OTHER PROVISIONS RELATED THERETO; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. RESOLUTION NO. 106 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN FIRE CONTROL, PREVENTION, AND EMERGENCY MEDICAL SERVICES DISTRICT APPROVING THE PAYMENT TO FARRWEST THROUGH THE PURCHASING COOPERATIVE BUYBOAR PROGRAM, CONTRACT #703- 23 FROM THE BAYTOWN FIRE CONTROL, PREVENTION, AND EMERGENCY MEDICAL SERVICES DISTRICT'S FISCAL YEAR 2024-2025 BUDGET FOR THE PURCHASE OF A 2025 CAN -AM UTILITY TASK VEHICLE FOR THE FIRE DEPARTMENT IN THE AMOUNT OF SIXTY- FIVE THOUSAND EIGHT HUNDRED FIFTY AND 18/100 DOLLARS ($65,850.18); MAKING OTHER PROVISIONS RELATED THERETO; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. RESOLUTION NO. 107 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN FIRE CONTROL, PREVENTION, AND EMERGENCY MEDICAL SERVICES DISTRICT APPROVING THE PAYMENT TO PREFERRED TECIFVOLOGIES, LLC THROUGH THE TEXAS DEPARTMENT OF INFORMATION RESOURCES PURCHASING COOPERATIVE F40M THE BAYTOWN FIRE CONTROL, PREVENTION, AND EMERGENCY MEDICAL SERVICES DISTRICT'S FISCAL YEAR 2024-2025 BUDGET FOR THE PURCHASE OF A HAZ-MAT CAMERA PACKAGE FOR THE FIRE DEPARTMENT IN THE AMOUNT OF FORTY-SEVEN THOUSAND NINE HUNDRED EIGHTY-TWO AND 30/100 DOLLARS (S47,982.30); FCPEMSD Board Special Meeting Minutes March 19, 2425 Page 4 of b MAKING OTHER PROVISIONS RELATED THERETO; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. Vice President Barry L Hawkins requested agenda items 3.b. and 3.c. be considered together. b. Consider a resolution establishing a purchasing procedure for the Baytown Fire Control, Prevention, and Emergency Medical Services District and delegating authority to the Fire Chief of the City of Baytown for Expenditures of $15,000.00 or less. C. Consider a resolution authorizing an interlocal agreement with the City of Baytown, Texas to use the purchasing agent of the City of Baytown for compliance with Chapter 252 of the Texas Local Government Code for purchases over $15,000.00. Assistant General Counsel Vance Hinds presented an overview of Agenda Items 3.b. and 3.c and stated the proposed resolution for Agenda Item 3.b. establishes a purchasing procedure for the Baytown Fire Control, Prevention, and Emergency Services District ("FCPEMSD") and delegates contracting authority to the Fire Chief of the City of Baytown, Texas for expenditures of $15,000.00 or less. Mr. Hinds further stated FCPEMSD uses a similar procedure for all other purchases, which is consistent with Chapter 252 of the Texas Local Government Code and this proposed resolution ratifies and adopts these purchasing procedures. Additionally, Mr. Vance stated by this resolution, the Board delegates its authority to enter into contracts in the name of FCPEMSD and to determine the terms and conditions thereof to the Fire Chief of the City of Baytown subject to the conditions outlined in the policy: Lastly, Mr. Hinds stated the proposed resolution for Agenda Item 3.b. is to authorizes an agreement with the City of Baytown, Texas to use the purchasing agent of the City of Baytown for compliance with Chapter 252 of the Texas Local Government Code for purchases over $15,000.00., and offered any questions from the Board. Director Mirtha Morales expressed her support of this item as it allows Staff the opportunity to purchase items $15,000 or less without having to go before the Board for approval, and she expressed her gratitude to the Baytown Fire Department for all they do. A motion was made by Director Abraham Carrillo, and seconded by Director Mirtha Morales to approve Items 3.b., and 3.c., as submitted. The vote was as follows: Ayes: Vice President Barry L Hawkins, Director Abraham Carrillo, Director Mirtha Morales, Director Jamari Gilbert Nays: None Other: Director Ashley Robins (Absent), Director Larry Rollaway (Absent) Approved RESOLUTION NO. 103 FCPEMSD Board Special Meeting Minutes March 19, 2025 Page 5 of 6 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN FIRE CONTROL, PREVENTION, AND EMERGENCY MEDICAL SERVICES DISTRICT ESTABLISHING A PURCHASING PROCEDURE FOR THE BAYTOWN FIRE CONTROL, PREVENTION, AND EMERGENCY MEDICAL SERVICES DISTRICT; DELEGATING CONTRACTING AUTHORITY TO THE FIRE CHIEF FOR EXPENDITURES OF FIFTEEN THOUSAND AND NO/100 DOLLARS ($15,000.00) AND LESS; PROVIDING A REPEALING CLAUSE; CONTAINING A SAVINGS CLAUSE AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. RESOLUTION NO. 104 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN FIRE CONTROL, PREVENTION, AND EMERGENCY MEDICAL SERVICES DISTRICT AUTHORIZING AND DIRECTING THE PRESIDENT TO EXECUTE AND THE SECRETARY TO ATTEST TO AN INTERLOCAL AGREEMENT WITH THE CITY OF BAYTOWN, TEXAS TO USE THE CITY OF BAYTOWN' S PURCHASING AGENT FOR PURCHASES IN EXCESS OF $15,000.00; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. 4. REPORTS a. Receive the Baytown Fire Control Prevention and Emergency Medical Service District's Quarterly Financial and Investments Reports for the Quarter Ending September 30, 2024. Finance Director Teresa McKenzie presented the Baytown Fire Control Prevention and Emergency Medical Service District's Quarterly Financial and Investment Reports for the fourth Quarter ending September 30, 2024. (Exhibit "A") Vice -President Barry L. Hawkins acknowledged the report received. 5. MANAGER'S REPORT b. The next Baytown Fire Control, Prevention, and Emergency Medical Services 10 District meeting is scheduled for Tuesday, April 15, 2025, at 4:30 P.M. in the Baytown Conference Room located at City Hall, 2401 Market Street, Baytown, Texas. Assistant General Manager Carol Flynt reported their next meeting is scheduled for Tuesday, April 15, 2025, at 4:30 P.M., in the Baytown Conference Room located at City Hall. 6. ADJOURN With there being no further business to discuss, a motion was made by Director Jamari Gilbert and seconded by Director Abraham Carrillo to adjourn the March 19, 2025, FCPEMSD Board Special Meeting at 5:21 P.M. The vote was as follows: FCPEMSD Board Special Meeting Minutes March 19, 2025 Page 6 of 6 Ayes: Vice President Barry L Hawkins, Director Abraham Carrillo, Director Mirtha Morales, Director Jamari Gilbert Nays: None Other: Director Ashley Robins (Absent), Director Larry Hollaway (Absent) Approved