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2011 07 19 FCPEMSD MinutesMINUTES OF THE REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE BAYTOWN FIRE CONTROL, PREVENTION, AND EMERGENCY MEDICAL SERVICES DISTRICT July 19, 2011 The Board of Directors of the Baytown Fire Control, Prevention, and Emergency Medical Services District (FCPEMSD) met in a Regular Meeting on Tuesday, July 19, 2011, at 4:30 P.M., in the Council Chamber of the Baytown City Hall, 2401 Market Street, Baytown, Texas with the following in attendance: Brenda Bradley Smith President John Adkins Vice - President Gerald Baldwin Director Randy Casey Director Lovella Desormeaux Director Ryan Hightower Director Maurice Watts Director Robert D. Leiper General Manager Kevin Troller Assistant General Manager Ignacio Ramirez, Sr. General Counsel Jason Cozza Assistant Secretary President Bradley Smith convened the July 19, 2011, Fire Control, Prevention and Emergency Medical Services District (FCPEMSD) Board Regular Meeting with a quorum present at 4:30 P.M., all members were present with the exception of Director Baldwin who arrived at 4:31 P.M. 1. MINUTES a. Consider Approving Fire Control, Prevention, and EMS District Special Meeting Minutes held on May 23, 2011 - Secretary. A motion was made by Director Lovella Desormeaux and seconded by Vice President John Adkins approving the minutes of the May 23, 2011, FCPEMSD Board Special Meeting. The vote was as follows: Ayes: Vice President John Adkins, Director Randy Lee Casey, Director Lovella Desormeaux, Director Ryan Hightower, President Brenda Bradley Smith Nays: None Other: Director Gerald Baldwin (Not Present for Vote), Director Maurice Watts (Abstain) Approved b. Consider Approving Fire Control, Prevention, and EMS District (FCPEMSD) Meeting Minutes for June 21, 2011 - Secretary. A motion was made by Vice President John Adkins and seconded by Director Lovclla Desormeaux approving the minutes of the June 21, 2011, FCPEMSD Board Regular Meeting. The vote was as follows: Ayes: Vice President John Adkins, Director Randy Lee Casey, Director Lovella Desormeaux, Director Ryan Hightower, President Brenda Bradley Smith Nays: None Other: Director Gerald Baldwin (Not Present for Vote), Director Maurice Watts (Abstain) Approved 2. PUBLIC HEARINGS a. Conduct a Public Hearing for Baytown Fire Control, Prevention, and EMS District 2011 -12 Proposed Budget - Secretary. At 4:31 P.M., President Bradley Smith opened the Public Hearing for the Baytown Fire Control, Prevention, and Emergency Medical Services District 2011 -12 Proposed Budget. With there being no one registered to speak, President Bradley Smith closed the public hearing at 4:32 P.M. 3. PROPOSED RESOLUTIONS a. Consider Adopting Baytown Fire Control, Prevention, and Emergency Medical Services District 2011 -12 Proposed Budget - Finance. General Manager Leiper presented the agenda item and stated that Resolution No. 19 adopts the Baytown Fire Control, Prevention, and Emergency Medical Services District (FCPEMSD) 2011 -12 Budget. General Manager Leiper stated that the proposed budget is for $1,231,854 and has two additional changes that will not affect any other programs previously submitted or the budget going forward. The changes are as follows: 1) moving $25,000 from unforeseen/new initiatives to vehicle maintenance; and 2) taking $100,000 out of the fund balance and raise the capital transfer from $300,000 to $400,000 to assist with the payment of a ladder truck. Director Watts inquired if there is any anticipation of the ending balance changing from a deficit. General Manager Leiper stated that the deficit is often called that because the expenditures are always less than what is budgeted. Director Hightower inquired if there was a benefit of using funds now rather than waiting. General Manager Leiper stated that he did not feel like the Board was at a critical juncture to commit to funding the entire payment in one year. A motion was made by Director Maurice Watts and seconded by Director Lovella Desormeaux approving Resolution No. 19. The vote was as follows: Ayes: Vice President John Adkins, Director Gerald Baldwin, Director Randy Lee Casey, Director Lovella Desormeaux, Director Ryan Hightower, President Brenda Bradley Smith, Director Maurice Watts Nays: None Approved RESOLUTION NO. 19 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN FIRE CONTROL, PREVENTION, AND EMERGENCY MEDICAL SERVICES DISTRICT ADOPTING A BUDGET FOR THE ENSUING FISCAL YEAR, BEGINNING OCTOBER 1, 2011, AND ENDING SEPTEMBER 30, 2012, IN ACCORDANCE WITH CHAPTER 344 OF THE TEXAS LOCAL GOVERNMENT CODE AND THE ALTERNATIVE PROCEDURES ADOPTED BY THE DISTRICT; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. b. Consider Baytown Fire Control, Prevention, and Emergency Medical Services District's Investment Policy and Strategy - Finance. General Manager Leiper presented the agenda item and stated that Resolution No. 20 revises the Baytown Fire Control, Prevention, and Emergency Medical Services District's Investment Policy and Investment Strategy in accordance with the Public Funds Investment Act Sections 2256 -005 (e) and 2256 -005 (f) to update authorized investment officers, add broker dealers and financial institutions to existing approved counter - parties, and include the requirement that all FCPEMSD funds be collateralized under terms and conditions of FIRREA (Financial Institution Reform, Recovery, and Enforcement Act) as amended. The changes to the policy are as follows: Authorized Investment Officials and Statement of Ethics and Conflicts of Interest with the names of the new authorized investment officials: Louise Richman, City of Baytown Director of Finance Carl C. Currie, City of Baytown Controller Brent Yowell, City of Baytown Treasurer Meghan Lair Reed, City of Baytown Financial Analyst Approved Broker/Dealers, Financial Institutions and Investment Pools to the existing list of Broker /Dealers: Rice Financial Products Company UBS Financial Services Inc. Cantor Fitzgerald Mutual Securities, Inc. A motion was made by Director Maurice Watts and seconded by Director Ryan Hightower approving Resolution No. 20. The vote was as follows: Ayes: Vice President John Adkins, Director Gerald Baldwin, Director Randy Lee Casey, Director Lovella Desormeaux, Director Ryan Hightower, President Brenda Bradley Smith, Director Maurice Watts Nays: None Approved RESOLUTION NO. 20 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 INVESTMENT POLICY; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. C. FCPEMSD 2010 -11 Budget Amendment for Ladder Truck Repairs - Finance. General Manager Leiper presented the agenda item and stated that Resolution No. 21 amends the Baytown Fire Control, Prevention and Emergency Medical Services District Fiscal Year 2010 -11 budget, in order to reprogram funds from Unforeseen/New Initiatives in an amount not to exceed $25,000 to cover expenses relating to ladder truck repairs. Chief Blake stated that the front stabilizer on the 1993 Ladder Truck need to be repaired and will cost less than $25,000. A motion was made by Director Maurice Watts and seconded by Vice President John Adkins approving Resolution No. 21. The vote was as follows: Ayes: Vice President John Adkins, Director Gerald Baldwin, Director Randy Lee Casey, Director Lovella Desormeaux, Director Ryan Hightower, President Brenda Bradley Smith, Director Maurice Watts Nays: None Approved RESOLUTION NO. 21 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN FIRE CONTROL, PREVENTION, AND EMERGENCY MEDICAL SERVICES DISTRICT AMENDING THE BAYTOWN FIRE CONTROL, PREVENTION, AND EMERGENCY MEDICAL SERVICES DISTRICT'S FISCAL YEAR 2010 -2011 BUDGET IN ORDER TO REPROGRAM FUNDS FROM UNFORESEEN/NEW INITIATIVES FOR EXPENSES ASSOCIATED WITH LADDER TRUCK REPAIRS; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. 4. REPORTS a. Receive the FCPEMSD Revenue and Expenditure Report for Quarter ending June 30, 2011 - Finance. Finance Director, Louise Richman presented the update on the Baytown Fire Control, Prevention, and Emergency Medical Services District's revenues and expenditures for the quarter ending June 30, 2011 and stated that the revenues and expenditures are on budget. b. Receive the FCPEMSD Quarterly Investment Report Period Ending June 30, 2011- Finance. Finance Director, Louise Richman presented the agenda item to receive the Baytown Fire Control, Prevention, and Emergency Medical Services District's Quarterly Investment Report for the period ending June 30, 2011 and stated that the balance at the end of the period is right at $470,000. 5. BUSINESS ITEMS a. Election of Officers - Secretary. President Bradley Smith presented the agenda item to consider the election of the President and Vice President and the appointment of the Secretary. Director Adkins nominated Director Brenda Bradley Smith as the President and was seconded by Director Watts. Director Watts nominated Director John Adkins as Vice President and was seconded by Director Desormeaux. A motion was made by Vice President John Adkins and seconded by Director Maurice Watts approving Brenda Bradley Smith as President of the FCPEMSD Board. The vote was as follows: Ayes: Vice President John Adkins, Director Gerald Baldwin, Director Randy Lee Casey, Director Lovella Desormeaux, Director Ryan Hightower, President Brenda Bradley Smith, Director Maurice Watts Nays: None Approved A motion was made by Director Maurice Watts and seconded by Director Lovella Desormeaux approving John Adkins as Vice President of the FCPEMSD Board. The vote was as follows: Ayes: Vice President John Adkins, Director Gerald Baldwin, Director Randy Lee Casey, Director Lovella Desormeaux, Director Ryan Hightower, President Brenda Bradley Smith, Director Maurice Watts Nays: None Approved A motion was made by Director Maurice Watts and seconded by Director Ryan Hightower approving the appointment of the City Clerk as the Secretary of the FCPEMSD Board. The vote was as follows: Ayes: Vice President John Adkins, Director Gerald Baldwin, Director Randy Lee Casey, Director Lovella Desormeaux, Director Ryan Hightower, President Brenda Bradley Smith, Director Maurice Watts Nays: None Approved b. Consider Setting the Next FCPEMSD Meeting - Secretary. President Bradley Smith presented the agenda item to consider setting the time, date and location for the next Baytown Fire Control, Prevention, and Emergency Medical Services District and stated that the proposed scheduled meeting will be on Tuesday, October 18, 2011, at 4:30 p.m. in the Baytown City Council Chamber. A motion was made by Vice President John Adkins and seconded by Director Ryan Hightower approving the next scheduled FCPEMSD Board meeting for October 18, 2011, at 4:30 P.M. in the Baytown City Council Chamber. The vote was as follows: Ayes: Vice President John Adkins, Director Gerald Baldwin, Director Randy Lee Casey, Director Lovella Desormeaux, Director Ryan Hightower, President Brenda Bradley Smith, Director Maurice Watts Nays: None Approved 6. MANAGER'S REPORT a. Receive update on the Fire Training Field. General Manager Leiper stated that the approved $105,000 transfer that was expected to be utilized for the assistance with the renovation expansion to the EMS building will be returned back to the fund balance due to being replaced by a 100% CDBG grant. Chief Baylis presented the update on the fire training field and stated that the design phase is ready starting with a two story residential type burn building, which is a requirement of the state to start a recruit program. Additionally, he stated that there is an anticipated timeline of about 3 months for engineering designs, 60 days for bidding, and about 12 months for construction. General Manager Leiper stated that this item will be added on future agendas for updates and requested that Chief Baylis submit renderings to the City Clerk so that a copy may be distributed to the board. President Bradley Stith inquired ofthc necessity for as fire training facility. Chief Baylis stated that currently, there Isn't as training facility to present trainings that will riot impact the public and this project will eliminate that issue, Additionally, lie stated that this will allow I'm- the City of Baytown to train Baytown Fire Fighters in house and become certificd to train recrUitS. Gicneral Manager Lelper stated that this training field will also allow for the training of Val-iOUS public satlety agencies. 7. ADJOURN A motion was made by Vice President John Adkins and scconded by Director Maurice Watts adjout-ning the Rfly 19, 2011, FCPEMSD Boird Meeting. The vote was as follows- Ayes: Vice President Jolin Adkins, Director Get-aid Baldwin, Director Randy Lee Casey, Director Lovella Desormeaux, Director Ryan Hightower, President Brenda Bradley Sniith, Director Maurice Watts Nays: None Approved With there being no, further busitiess to discuss,, President Bradley Su'lith adjOU1`11Cd the July 19, 2011, Fire Control, Prevention and Emergcncy Medical Services District (FCPF.'?vlSD) Board Regular Meeting at 5:05 PAC