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2015 06 23 FCPEMSD MinutesMINUTES OF THE SPECIAL MEETING OF THE BOARD OF DIRECTORS OF THE BAYTOWN FIRE CONTROL, PREVENTION, AND EMERGENCY MEDICAL SERVICES DISTRICT June 23, 2015 The Board of Directors of the Baytown Fire Control, Prevention, and Emergency Medical Services District (FCPEMSD) met in a Special Meeting on Tuesday, June 23, 2015, at 4:31 P.M., in the Council Chamber of the Baytown City Hall, 2401 Market Street, Baytown, Texas with the following in attendance: Brenda Bradley Smith John Adkins Gerald Baldwin Richard Carr Adelina Gomez - Abshire Maurice Watts Kimberlee Whittington Ron Bottoms Ignacio Ramirez, Sr. Leticia Brysch President Vice - President Director Director Director Director Director Acting General Manager General Counsel Secretary President Bradley Smith convened the June 23, 2015, Fire Control, Prevention, and Emergency Medical Services District (FCPEMSD) Board Special Meeting with a quorum present at 4:31 P.M., all members were present with the exception of Director Watts who arrived at 4:39 P.M. 1. MINUTES a. Consider approving the minutes of the Baytown Fire Control, Prevention, and EMS District Regular Meeting held on April 21, 2015. A motion was made by Vice President John Adkins and seconded by Director Gerald Baldwin approving April 21, 2015, FCPEMSD Board Meeting minutes. The vote was as follows: Ayes: Vice President John Adkins, Director Gerald Baldwin, President Brenda Bradley Smith, Director Richard Carr, Director Adelina Gomez - Abshire, Director Maurice Watts, Director Kimberlee Whittington Nays: None Approved FCPEMSD Board Special Meeting Minutes June 23, 2015 Page 2 of 6 a. Discuss the Baytown Fire Control, Prevention, and Emergency Medical Services District (FCPEMSD) 2015 -16 Proposed Budget and budget process. Chief Shon Blake presented the Baytown Fire Control, Prevention, and Emergency Medical Services District (FCPEMSD) 2015 -16 Proposed Budget and budget process. He stated that the proposed sales tax is $1,621,000, which is a 3% increase and the proposed ending working capital is $337,000. In regards to proposed expenditures, he stated that there's $119,900 for regular wages for the administrative assistant and fire training lieutenant positions. He stated that the there's a 6% salary increase, a total of $524,000 in capital outlay, $600,000 for the Fire Technology and Capital Equipment Apparatus, $700,000 for the construction of the fire training facility and radio equipment with a total budget of approximately $2,015,000. Director Adkins inquired in regards to machinery and equipment as to why regular capital is being put into this budget because in the past there was an issue that caused the district to struggle with funds and a process of having the equipment under capital in a rotation is what worked to improve that situation. In response to Director Adkins inquiry, Acting General Manager Bottoms stated that the reason the items were in this budget was because the budget proposals were funding appropriate for the district and the district could afford whereas the general fund could not. Director Adkins stated that he was against putting the machinery and equipment in this budget as it took some time to get to the current rotation that works and further stated that these items have to be replaced every year and in the long run is going to be an unfunded issue. Acting General Manager Bottoms stated for clarity that the annual replacement item will remain and that the recommendation is to use the tax funds from the district's budget to the general funds for additional fire related capital equipment which would normally be paid from the general fund but can't this year due to the general fund currently being upside down. Additionally, he stated that even with those expenditures the district will still have $300,000 left in the fund balance. President Bradley Smith inquired of the timeline procedures of the approving the budget. Secretary Leticia Brysch stated that the procedures for the past few years include the FCPEMSD receiving the proposed budget in June for discussion and then in July a public hearing is scheduled for further discussion and consideration of approval of the budget. Mrs. Brysch stated that after the district's approval of the budget within 10 days it must be received by the Council and is therefore put on the next scheduled City Council meeting agenda for discussion. She stated that at the first Council meeting in August after receiving the budget, council will hold a public hearing in its regard and also consider its approval. She stated that if Council does not approve the budget a joint meeting is scheduled with Council and the FCPEMSD to discuss and get a resolution. Ms. Brysch further stated that this process is to assure that the budget is finalized by the end of the fiscal year. FCPEMSD Board Special Meeting Minutes June 23, 2015 Page 3 of 6 During further discussion, Director Adkins. stated that the district's funds are being designated from the original intent of use and should be used towards the development of the fire training facility. Chief Blake stated that the initial project was $1 million short in trying to get a classroom at the fire training field so they revisited the design and developed an outside classroom with a small restroom area which is scheduled to go out for bid on July 1st. President Bradley Smith inquired if the $600,000 in the budget covered the proposed outdoor classroom and restroom facility. In response to President Bradley Smith's inquiry, Chief Blake stated that the classroom with the restroom facility will be funded from this year's budget accumulated funds and the $600,000 is allocated every year for the training field to accommodate building projects. As it relates to the budget approval timeline, President Bradley Smith inquired of staffs' guidance to the district in the event that the district vote on the budget and it fails. Acting General Manager Bottoms stated that the direction would be to poll the opinions of the members of the district in regards to the budget and staff would respond accordingly. 3. PROPOSED RESOLUTIONS a. Consider a resolution adopting the Baytown Fire Control, Prevention and Emergency Medical Services District 2015 Action Plan. Chief Blake presented the agenda item and stated that the action plan has the same strategy since the districted was formed. He stated that staff is happy with the strategy in which the district supports and includes: the fire training facility which was the main reason that the sales tax was passed and the purchase of fire response and technology equipment as well as the EMS technology and capital equipment. President Bradley Smith inquired about how the FCPEMSD information trifold would be disseminated. Acting General Manager Bottoms stated that once the trifold pamphlet is finalized each district member, as well as, various civic organizations will be given some for distribution. Mrs. Brysch stated that educational facts will be included in the distributing efforts of mail outs, utility billing inserts, social media, Channel 16, and the city website. As it relates to educational information, Director Whittington inquired if there was contact information for the FCPEMSD. Mrs. Brysch stated that any questions related to the district would come through her as she is the secretary for district, as well as, the elections administrator. A motion was made by Director Kimberlee Whittington and seconded by Vice President John Adkins approving Resolution No. 36. The vote was as follows: Ayes: Vice President John Adkins, Director Gerald Baldwin, President Brenda Bradley Smith, Director Richard Carr, Director Adelina Gomez - Abshire, Director Maurice Watts, Director Kimberlee Whittington Nays: None Approved RESOLUTION NO. 36 FCPEMSD Board Special Meeting Minutes June 23, 2015 Page 4 of 6 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN FIRE CONTROL, PREVENTION, AND EMERGENCY MEDICAL SERVICES DISTRICT ADOPTING THE BAYTOWN FIRE CONTROL, PREVENTION, AND EMERGENCY MEDICAL SERVICES DISTRICT'S 2015 ACTION PLAN; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. b. Consider a resolution calling for a Continuation Election for the Baytown Fire Control, Prevention, and Emergency Medical Services District to be held on Tuesday, November 03, 2015. C. Consider a resolution authorizing the General Manager to negotiate and execute a Joint Election Agreement with other governmental entities for the Baytown Fire Control, Prevention, and Emergency Medical Services District Continuation Election to be held on Tuesday, November 03, 2015. Acting General Manager Bottoms requested that both agenda items 3.b. and 3.c. be considered together. Mrs. Brysch presented the agenda items and stated that according to state law the district is required to order its election. She stated that Resolution No. 37 calls for a Continuation Election for the Baytown Fire Control, Prevention, and Emergency Medical Services District (the "District ") to be held on Tuesday, November 03, 2015 and the proposition for another five (5) years. She stated that Resolution No. 38 authorizes the General Manager to negotiate and execute a Joint Election Agreement with the City of Baytown for election services for the Baytown Fire Control, Prevention, and Emergency Medical Services District's Continuation Election to be held on Tuesday, November 03, 2015. A motion was made by Director Maurice Watts and seconded by Vice President John Adkins approving Resolution No. 37. The vote was as follows: Ayes: Vice President John Adkins, Director Gerald Baldwin, President Brenda Bradley Smith, Director Richard Carr, Director Adelina Gomez - Abshire, Director Maurice Watts, Director Kimberlee Whittington Nays: None Approved FCPEMSD Board Special Meeting Minutes June 23, 2015 Page 5 of 6 RESOLUTION NO. 37 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN FIRE CONTROL, PREVENTION, AND EMERGENCY MEDICAL SERVICES DISTRICT ORDERING A CONTINUATION ELECTION TO BE HELD ON THE San DAY OF NOVEMBER, 2015, FOR THE PURPOSE OF VOTING FOR OR AGAINST THE PROPOSITION OF WHETHER THE BAYTOWN FIRE CONTROL, PREVENTION, AND EMERGENCY MEDICAL SERVICES DISTRICT SHOULD BE CONTINUED FOR FIVE YEARS AND THE FIRE CONTROL, PREVENTION, AND EMERGENCY MEDICAL SERVICES DISTRICT SALES AND USE TAX SHOULD BE CONTINUED FOR FIVE YEARS; DESIGNATING THE MANNER OF HOLDING SAID ELECTION; PRESCRIBING THE HOURS; ESTABLISHING THE CENTRAL COUNTING STATION; ESTABLISHING CERTAIN PROVISIONS RELATED THERETO; PROVIDING FOR THE POSTING AND PUBLICATION OF NOTICE; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. RESOLUTION NO. 38 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN FIRE CONTROL, PREVENTION, AND EMERGENCY MEDICAL SERVICES DISTRICT AUTHORIZING THE GENERAL MANAGER TO EXECUTE AND THE CITY CLERK TO ATTEST TO A JOINT ELECTION AGREEMENT WITH OTHER GOVERNMENTAL ENTITIES FOR THE CONTINUATION ELECTION TO BE HELD ON THE 3RD DAY OF NOVEMBER, 2015; AUTHORIZING PAYMENT THEREFOR IN AN AMOUNT NOT TO EXCEED TEN THOUSAND AND NO /100 DOLLARS ($10,000.00); AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. 4. REPORTS a. Present an update regarding the Baytown Fire Training Field, Phase 2. Assistant Chief Baylis presented the agenda item and stated that over the last six weeks staff conducted multiple engine company operations in which they took out 1/2 of their shifts at a time and performed drills covering regular fire operations and a mayday which is drill where a firefighter is in danger along with the rescue at the same time. He stated that a summary of the after action report will be submitted to the district and that this training field allowed for the drills to take place whereas at other locations it would have been very expensive or not able to be performed at all logistics wise. He stated that when the project went out to bid in April, the bid came in $1 higher than anticipated so they scaled down the classroom with the restroom and will go out for bid July 1st. He stated that the training tower will be the first priority then the classroom. FCPEMSD Board Special Meeting Minutes June 23, 2015 Page 6 of 6 President Bradley Smith inquired of the estimated revenue of renting training field and the reasonable numbers of days per month that could be for rental. Mr. Baylis stated that although it's hard to project the rental costs as it varies, the average for rental is approximately $500 for 1/2 day for about three (3) hours plus expendables and that the number of days for rental with the rescue tower would be an estimated 45 to 60 days per year. During further discussion, Director Carr inquired of the number of acres that are at the fire training field site. Mr. Baylis stated that the site has 21 acres and so far they have built on eight (8) acres of that. 5. MANAGER'S REPORT a. Reminder that the next Baytown Fire Control, Prevention, and Emergency Medical Services District meeting is scheduled for July 21, 2015, at 4:30 P.M. in the Baytown Conference Room, City Hail, 2401 Market Street, Baytown, Texas. Legal Counsel, Ms. Deanie King stated that since the board has called for an election in a previous agenda item of this meeting the board members should be careful of promoting the election in meetings or when City funds are being expended. Acting City Manager Bottoms stated that the next FCPEMSD meeting is scheduled July 21, 2015, at 4:30 P.M. in the Council Chamber. 6. ADJOURN With there being no further business to discuss, President Bradley Smith adjourned the June 23, 2015, Fire Control, Prevention, and Emergency Medical Services District (FCPEMSD) Board Special Meeting at 5:21 P.M.