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2018 04 17 FCPEMSD MinutesMINUTES OF THE REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE BAYTOWN FIRE CONTROL, PREVENTION, AND EMERGENCY MEDICAL SERVICES DISTRICT April 17, 2018 The Board of Directors of the Baytown Fire Control, Prevention, and Emergency Medical Services District (FCPEMSD) met in a Regular Meeting on Tuesday, April 17, 2018, 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 John Adkins Vice -President Gerald Baldwin Director Barry L. Hawkins Director Maurice Watts Director Richard Carr Director Rick Davis General Manager Deanie King General Counsel Alisha Segovia Deputy Secretary President Bradley Smith convened the April 17, 2018, FCPEMSD Board Regular Meeting with a quorum present at 4:30 P.M., all members were present with the exception of Director Adelina Gomez-Abshire. 1. MINUTES a. Consider approving the minutes of the Baytown Fire Control, Prevention, and Emergency Medical Services District Special Meeting held on January 23, 2018. A motion was made by Director Maurice Watts and seconded by Vice President John Adkins approving the January 23, 2018, FCPEMSD Board Special Meeting minutes. The vote was as follows: Ayes: President Brenda Bradley Smith, Vice President John Adkins, Director Gerald Baldwin, Director Barry L. Hawkins, Director Maurice Watts, Director Richard Carr Nays: None Other: Director Adelina Gomez-Abshire (Absent) Approved FCPEMSD Board Regular Meetmg Mmutes Apnl 17.2018 Page 2 of 4 2. PROPOSED RESOLUTIONS a. Consider a resolution approving the Baytown Fire Control, Prevention and Emergency Medical Services District's Investment Policy and Strategy Statement in accordance with the Public Fund's Investment Act. Finance Director, Wade Nickerson presented the agenda item and stated that Resolution No. 56 approves some updates to the FCPEMSD Investment Policy. He noted that the changes are small items and include the addition of another authorized training organization; clarifying the type of collateral that is accepted from the banks, and amending diversification when purchasing different types of securities. Mr. Nickerson noted that these types of clean-ups are done an annual bases and staff recommends approval. A motion was made by Vice President John Adkins and seconded by Director Maurice Watts approving Resolution No. 56 regarding agenda items 2.a. The vote was as follows: Ayes: President Brenda Bradley Smith, Vice President John Adkins, Director Gerald Baldwin, Director Barry L. Hawkins, Director Maurice Watts, Director Richard Carr Nays: None Other: Director Adelina Gomez-Abshire (Absent) Approved RESOLUTION NO. 56 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 STRATEGY STATEMENT; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. 3. REPORTS a. Receive the Baytown Fire Control, Prevention, and Emergency Medical Services District's Quarterly Financial and Investment Reports for the Quarter Ending March 31, 2018. Finance Director Wade Nickerson presented the financial report and stated that the District's collection of sales tax revenues came in a little under 58% of the budgeted amount which is slightly ahead of where staff expected it to be. He stated that staff believes this increase is mostly due to Hurricane Harvey repairs and a hardy Christmas spending season. He stated that sales tax receipts are up 17% higher than the previous year which staff believes will remain high for the remainder of the year but is expected to come back down toward the beginning of the next year. FCPEMSD Board Regular Meeting Minutes April 17, 2018 Page 3 of 4 Mr. Nickerson further stated that as it relates to expenditures everything is tracking as expected. Capital outlay is at 26%, which is due to equipment purchases and other items that were budgeted. He further noted that in previous years, Maintenance was not budgeted; however, $32,000 was budgeted in the current year for the purchase of battery replacements for the strikers and other miscellaneous maintenance items. The bottom line expenditures are at 40% for the quarter (excluding Capital), which is well under where it is expectations for this time of year and that is due to items not being spent in a linear fashion. Lastly, Mr. Nickerson stated that the District's ending balance as of March 31, 2018, is $898,937 million, with an earned weighted average yield of 1.38020% for quarterly earnings of $3,637.67. b. Present update regarding the Baytown Fire Training Field Project. Assistant Fire Chief Ronald Roberts presented the update regarding the Baytown Fire Training Field and noted that the floors are scheduled to be bid the first part of June. He noted that once the floor is completed, the industrial props will go in shortly thereafter. He further noted that the geotech report is complete with 90 to 95% submittal, and the phase three design is expected to be completed by the first week of May. He noted that staff anticipates the awarding of the construction contract by the third week of June with an estimated cost on the slab at $200,000 and estimated cost of for the construction at $8.1 million. General Manager Rick Davis asked Finance Director Wade Nickerson to provide the Board an update on the financing plan for the project. Finance Director Wade Nickerson responded that they plan on going out to bond for this project. He further stated that the timing of this is probably going to be sometime middle to late summer and that they are looking into combining it to the Hotel and Conference Center in order to save money. Mr. Davis added that this project is consuming almost half of their budget with debt services for this project so they have to either: 1.) market the use of the facility successfully and/or 2.) take a conservative approach to apparatus replacements. Director Maurice Watts stated that they are required to have two men on the field, so it comes down to personal preference and what makes good business sense for them. Mr. Watts also questions how does the city market their facilities and Mr. Davis responded that social media, print and T.V. are utilized, as well as other contacts that the city has. 4. MANAGER'S REPORT a. The next Baytown Fire Control, Prevention, and Emergency Medical Services District meeting is scheduled for Tuesday, June 19, 2018, at 4:30 p.m. in the Baytown Conference Room located at City Hall, 2401 Market Street, Baytown, Texas. Mr. Davis noted that the City of Baytown received an ISO 1 status and that a celebration is being planned in the near future to recognize this great achievement. Additionally, he stated that the next Baytown Fire Control, Prevention, and Emergency Medical Services District meeting is scheduled for June 19, 2018, at 4:30 P.M. in the Baytown Conference Room, City Hall, 2401 Market Street, Baytown, Texas. FCPEMSD Board Regular Meeting Minutes April 17, 2018 Page 4 of 4 5. ADJOURN A motion was made by Vice President John Adkins and seconded by Director Maurice Watts adjourning the April 17, 2018, FCPEMSD Board Regular meeting. The vote was as follows: Ayes: President Brenda Bradley Smith, Vice President John Adkins, Director Gerald Baldwin, Director Barry L. Hawkins, Director Maurice Watts, Director Richard Carr Nays: None Other: Director Adelina Gomez-Abshire (Absent) Approved With there being no further business to discuss, President Bradley Smith adjourned the April, 17, 2018, FCPEMSD Board Regular Meeting at 4:54 P.M. City of Baytown