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2017 10 17 FCPEMSD Minutes MINUTES OF THE REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE BAYTOWN FIRE CONTROL, PREVENTION, AND EMERGENCY MEDICAL SERVICES DISTRICT October 17, 2017 The Board of Directors of the Baytown Fire Control, Prevention, and Emergency Medical Services District (FCPEMSD) met in a Regular Meeting on Tuesday, October 17, 2017, 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: Brenda Bradley Smith President Gerald Baldwin Director Richard Carr Director Adelina Gomez-Abshire Director Maurice Watts Director Barry L. Hawkins Director Rick Davis General Manager Deanie King General Counsel Leticia Brysch Secretary President Bradley Smith convened the October 17, 2017, FCPEMSD Board Regular Meeting with a quorum present at 4:56 P.M., all members were present with the exception of Director Carr who arrived at 4:35 P.M. 1. MINUTES a. Consider approving the minutes of the Baytown Fire Control, Prevention, and Emergency Medical Services District Special Meeting held on June 20,2017. A motion was made by Director Maurice Watts and seconded by Director Barry L. Hawkins approving the June 20, 2017, FCPEMSD Board Special Meeting minutes. The vote was as follows: Ayes: Director Gerald Baldwin, President Brenda Bradley Smith, Director Richard (James) Carr, Director Adelina Gomez-Abshire, Director Maurice Watts, Director Barry L. Hawkins Nays: None Other: Vice President John Adkins (Absent) Approved b. Consider approving the minutes of the Baytown Fire Control, Prevention, and Emergency Medical Services District Regular Meeting held on July 18, 2017. FCPEMSD Board Regular Meeting Minutes October 17,2017 Page 2 of 5 A motion was made by Director Maurice Watts and seconded by Director Barry L. Hawkins approving the July 18, 2017, FCPEMSD Board Regular Meeting minutes. The vote was as follows: Ayes: Director Gerald Baldwin, President Brenda Bradley Smith, Director Richard (James) Carr, Director Adelina Gomez-Abshire, Director Maurice Watts, Director Barry L. Hawkins Nays: None Other: Vice President John Adkins(Absent) Approved 2. BUSINESS ITEMS a. Consider setting the dates, times and location for the Baytown Fire Control, Prevention, and Emergency Medical Services District meetings for 2018. Secretary, Leticia Brysch presented the agenda item and stated that the 2018 regular meetings for FCPEMSD will take place on the third Tuesday of the first month of the quarter, at 4:30 P.M. in the Baytown Conference Room, City Hall, 2401 Market Street, Baytown, Texas. She noted that although the following dates provided below are scheduled quarterly, the month of June is included in order to receive the FCPEMSD budget: January 16, 2018, April 17, 2018, June 19, 2018, July 17, 2018, and October 16, 2018. A motion was made by Director Adelina Gomez-Abshire and seconded by Director Barry L. Hawkins approving the FCPEMSD 2018 regular meetings to take place on the third Tuesday of the first month of the quarter, at 4:30 P.M. in the Baytown Conference Room, City Hall, 2401 Market Street, Baytown, Texas. The vote was as follows: Ayes: Director Gerald Baldwin, President Brenda Bradley Smith, Director Richard (James) Carr, Director Adelina Gomez-Abshire, Director Maurice Watts, Director Barry L. Hawkins Nays: None Other: Vice President John Adkins(Absent) Approved 3. REPORTS a. Present an update regarding the Baytown Fire Training Field. FCPEMSD Board Regular Meeting Minutes October 17,2017 Page 3 of 5 Interim Fire Chief, Dana Dalbey presented the agenda item regarding updates of the Baytown Fire Training Field and stated that they received a 50% design submittal, in which Lieutenant Ronald Roberts provided a presentation in more detail. With regards to an overview of the construction, Lt. Roberts presented to the directors a layout of a classroom, along with a storage building, that would be built which also included a parking lot. He stated that the classroom was actually divided into 2 1/2 classrooms, whereas, one has stadium seating, one was for changing gear, and one would be outside. He further noted that there would be a conference room and that the outside classroom would be next to the industrial prop. Additionally,he stated that the project is going to be very useful to the industrial users as they provided input regarding the design. President Bradley Smith inquired if items were already donated. Lt. Roberts stated that the items proposed for donation were already donated. Interim Chief Dalbey noted that Covestro Bayer, ExxonMobil, Chevron Phillips all donated items for the project. General Manager Davis inquired when the building would be built. In response to General Manager Davis's inquiry, Interim Chief Dalbey stated that the architects provided a scheduled date of late February for the completion of the drawings, but noted that by expeditiously reviewing the plans and returning them, the building could be built as early as the first of January. He stated that during a meeting with the finance department the architects will do a pre- submittal review to explain the details of the drawings so that the process can move forward quicker. Chief Dalbey stated that the current construction start date would be in June with a twelve month turn around. Additionally, he stated that Director Watts was very instrumental in the design by adding his industrial perspective. b. Present an update regarding Harvey Capital Stretchers. Chief Dalbey presented the agenda item and stated that they purchase stretchers at an approximate cost of$15,000 on an annual basis,but that four(4) stretchers were ruined by water damage during Hurricane Harvey. He stated that the City provided for the stretchers to be replaced through the contingency fund allocated for emergency recovery efforts. He noted that the funds were replaced from the FCPEMSD's general fund and that they received one (1) stretcher as a loaner while waiting on three(3) more. Additionally, Interim Chief Dalbey stated that the service technicians stated that the stretchers were out of commission and could not be used: therefore,they were using reserved stretchers in the meantime. c. Present an update regarding the M-4 ambulance. Chief Dalbey presented the agenda item regarding an update for the M-4 ambulance. He stated that prior to Hurricane Harvey; an ambulance was wrecked and totaled out. He stated that they're working with risk management, whereas, TML did an assessment on it and determined it was totaled. He stated that they're waiting to see how much money is going to be received for the ambulance, which will go back into the FCPEMSD fund for its replacement. He stated that the estimate he's received was approximately $80,000 and the replacement was approximately $200,000. FCPEMSD Board Regular Meeting Minutes October 17,2017 Page 4 of 5 d. Receive the Baytown Fire Control, Prevention, and Emergency Medical Services District's (FCPEMSD) Quarterly Financial and Investment Reports for the Quarter Ending September 30,2017. Finance Director, Wade Nickerson presented that the Baytown FCPEMSD's Quarterly Financial and Investment Reports for the Quarter Ending September 30, 2017. He stated that the sales tax revenues were right at 101% as budgeted and noted that next year's budget is not going to change much. He stated that the interest earnings came in at 500%, which is substantially higher than budgeted and was probably budgeted low. He noted that this has since been adjusted accordingly and that the rates were increasing. He stated that the budget was 7.37% higher as compared to the previous year. Mr. Nickerson stated that there were lots of items under budget to include personnel which was due to vacancies, but noted that the QA/QI position was filled in August and will reflect in next year's budget. He stated supplies were also under and due to the supplies necessary for the vacancy position that has since been filled. With regards to services, he stated that there was an encumbrance for the ISO rating, but will be submitted for final payment once the statements are finalized. Mr. Nickerson stated that the capital outlay funding is being utilized for some of the burn props that were budgeted and noted that as the agreements are lined out the funds will be rolled over to next year's spending. He stated with regards to the construction fund that the payment for the design of the project for the training field has not been made, but noted that it will be used. With regards to the investment report, Mr. Nickerson stated that the portfolio had approximately $975,000 with an interest rate of just less than 1%earning approximately$2,262. 4. MANAGER'S REPORT a. Reminder that the next Baytown Fire Control, Prevention, and Emergency Medical Services District meeting is scheduled for January 16, 2018, 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 City Council ratified the appointment of Kenny Dobson to be the Fire Chief for the City of Baytown. He stated that Mr. Myers has years of experience in emergency management, EMS, and fire services. He noted that the City of Baytown is cultivating a certain culture through a yellow/green/black belt training program and at the time of hiring was unaware that Mr. Dobson achieved the green belt level prior to coming to Baytown. During further discussion, General Manager Davis noted that during the emergency response the high water vehicles proved to be invaluable. He stated that the current vehicles were decades old, whereas the parts for repair were rare, and that it wouldn't be efficient to repair them, as it would cost far more to repair them rather than replace them. He noted that the Emergency Management Coordinator, Marshall Hutton has the opportunity to acquire such vehicles and inquired to what degree would the FCPEMSD Board be willing to utilize contingency to acquire seven (7) of these. He stated that altogether five(5) are needed and he's willing to go through the general fund FCPEMSD Board Regular Meeting Minutes October 17,2017 Page 5 of 5 to purchase two (2). He noted that the chairperson of the Crime Control Prevention District (CCPD) agreed to support purchasing high water vehicles for police patrol. He further noted that the ambition is to have one(1) at each station and two (2) at EOC. General Manager Davis stated that based on the ability to solidify the availability of the vehicles, a special meeting would be called for consideration of such. During further discussion, Chief Dalbey stated that the estimated cost for the vehicles would be approximately$10-$12 thousand dollars each. He noted that with the current vehicles, they would be able to augment the repair with FEMA reimbursement at 90% or do an alternate work order and instead of repairing them from the damage of Hurricane Harvey, they'd provide approximately $16,000 towards them. General Manager Davis noted that there's $100,000 currently in the contingency fund that could be used. Additionally, General Manager Davis stated that the next Baytown FCPEMSD meeting is scheduled for January 16, 2018, at 4:30 P.M. in the Baytown Conference Room, City Hall, 2401 Market Street, Baytown,Texas. 5. ADJOURN A motion was made by Director Barry L. Hawkins and seconded by Director Adelina Gomez- Abshire adjourning the October 17, 2017, FCPEMSD Board Regular meeting. The vote was as follows: Ayes: Director Gerald Baldwin, President Brenda Bradley Smith, Director Richard (James) Carr, Director Adelina Gomez-Abshire, Director Maurice Watts,Director Barry L. Hawkins Nays: None Other: Vice President John Adkins (Absent) Approved With there being no further business to discuss, President Bradley Smith adjourned the October 17, 2017, FCPEMSD Board Regular Meeting at 4:56 P.M. / \`���111iii9;:r BAY're'1 • AO ,DL.! L'ticia Brysch, Secret. j City of Baytown �, :,