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2016 05 10 FCPEMSD Minutes, SpecialMINUTES OF THE SPECIAL MEETING OF THE BOARD OF DIRECTORS OF THE BAYTOWN FIRE CONTROL, PREVENTION, AND EMERGENCY MEDICAL SERVICES DISTRICT May 10, 2016 The Board of Directors of the Baytown Fire Control, Prevention, and Emergency Medical Services District (FCPEMSD) met in a Special Meeting on Tuesday, May 10, 2016, at 4:31 P.M., in the Baytown Conference Room 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 President Vice - President Director Director Director Director Director Rick Davis General Manager Ignacio Ramirez, Sr. General Counsel Leticia Brysch Secretary President Bradley Smith convened the May 10, 2016, 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. 1. PROPOSED RESOLUTIONS a. Consider a resolution authorizing the First Amendment to the Agreement for Fire Training Facility, Personnel and Equipment with the City of Baytown to update communications technology and capital equipment purchases. General Manager Davis presented the agenda item and stated that the FCPEMSD board started saving money to put towards communication equipment to be used for the 911, in which the equipment is now ready to be acquired. Additionally, he stated that staff recommended approval of this item, in which is also on the Council agenda for approval. During further discussion, Director Watts inquired as to what would be the City of Baytown's portion of the cost for the purchase, because he didn't want the result of diluting the intent of what the FCPEMSD Board is supposed to be managed for. In response to Director Watts's inquiry, General Manager Davis stated that financing the 911 center was based on several different commitments at the time the center was conceived, which included the commitment from the FCPEMSD to purchase communication equipment. It was further noted that $100,000 dollars was to be set aside each year for radio and communications equipment for the 911 center. FCPEMSD Special Meeting Minutes May 10, 2016 Page 2 of 4 Director Adkins stated that although he's not against spending the money for such purposes, he's concerned of the recent multiple meetings for such and further inquired as to why. In effort to address Director Adkins inquiry and concern, General Manager Davis stated that at one of the meetings half of the FCPEMSD members were not present and further stated that as the end process of building the 911 center is approaching along with there being calendar conflicts this item would have gone straight to Council, but staff felt that it was appropriate to bring this item back before the FCPEMSD due to the final pricing of approximately $600,000 dollars not being discussed in the previous meeting. A motion was made by Vice President John Adkins and seconded by Director Adelina Gomez - Abshire approving Resolution No. 45. 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. 45 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 THE FIRST AMENDMENT TO THE AGREEMENT FOR FIRE TRAINING FACILITY, PERSONNEL AND EQUIPMENT WITH THE CITY OF BAYTOWN; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. 2. a. Discuss possible funding options regarding future development of the Baytown Fire Training Facility. General Manager Davis presented the agenda item and a video that included the original design of the project along with the progress of the project thus far. General Manager Davis stated that at the last FCPEMSD meeting he made mention of taking the next big step of the fire training field that being an $8 million dollar endeavor. He stated that half of the money will be spent on the industrial component from the video and the other half on the classroom facility. In this regard, General Manager Davis stated that a modeling of the certificates of obligation was done as a financing option with a $700,000, a year debt service for approximately thirteen or fourteen years. He stated that in consulting with a financial advisor, they're comfortable with moving forward with the mentioned financing plan with the exception of the possibility of the district not renewing. He stated that although it's not likely that the district will not renew, there FCPEMSD Special Meeting Minutes May 10, 2016 Page 3 of 4 are two (2) contingencies if district is dissolved: 1) the City can/would take over debt service, or 2) the City would converse with industry and other partners to finance the project. Assistant Fire Chief, Bill Baylis noted that the key component to the training field is to generate revenue and draw in the outside industry. He further noted that although the training field is not fully complete, it's already been utilized by several entities. During further discussion, Director Watts inquired if there was a strategy, such as printable pictures, to advertise the benefits of having the training field. Assistant Chief Baylis stated that one of the strategies is once the construction is complete to create a brochure for informational purposes. A recommendation was made to provide media development and caption pictures to help promote the training field. President Bradley Smith stated that being that the debt service would require 45% of the district's revenue, if in order to make that commitment what would the district not fund that would have been funded. In response to President Bradley Smith's inquiry, Fire Chief Shon Blake stated that the $700,000, currently being put towards work for industrial for the fire training field will continue to be put aside as the commitment for financing of the next phase of the industrial project and it will not decrease other funding purchases, as they've always budgeted very conservatively. General Manager Davis stated that part of the commitment for the upcoming budget will require the design costs, which will take approximately six (6) to eight (8) months for the design with the construction to possibly start a year from then. He stated that moving forward the following steps on the budget would be to get Council's support of the project, then include the line item for the project into the FCPEMSD budget. During further discussion regarding the classrooms, Assistant Chief Baylis stated that the facility will include several classrooms for 20 to 30 people, a large auditorium that seats approximately 50 people, and a kitchen. He also stated that the classrooms is spacious enough for small break out group activities if necessary which helps with training structure. Additionally, Assistant Chief Baylis noted with regards to the industrial park that they want to reach out and engage industrial partners' involvement during the design and planning phase so that the facility accommodates their needs. 3. REPORTS a. Present update regarding the Baytown Fire Training Field. Due to much of the information regarding the fire training field being discussed in the previous agenda item, Assistant Chief Baylis stated that the tower is approximately 87% complete and all of the props should be done in approximately 30 to 45 days. 4. MANAGER'S REPORT FCPEMSD Special Meeting Minutes May 10, 2016 Page 4 of 4 a. Reminder that the next Baytown Fire Control, Prevention, and Emergency Medical Services District meeting is scheduled for June 21, 2016, at 4:30 P.M. in the Baytown Conference Room, City Hall, 2401 Market Street, Baytown, Texas. General Manager Davis presented the agenda item and stated that the next Baytown Fire Control, Prevention, and Emergency Medical Services District meeting is scheduled for June 21, 2016, at 4:30 P.M. in the Baytown Conference Room, City Hall, 2401 Market Street, Baytown, Texas. 5. ADJOURN With there being no further business to discuss, President Bradley Smith adjourned the May 10, 2016, Fire Control, Prevention, and Emergency Medical Services District (FCPEMSD) Board Special Meeting at 5:09 P.M. Leticia Brysch, SecretaryU ` City of Baytown _