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2021 10 19 FCPEMSD Minutes MINUTES OF THE REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE BAYTOWN FIRE CONTROL, PREVENTION,AND EMERGENCY MEDICAL SERVICES DISTRICT October 19, 2021 The Board of Directors of the Baytown Fire Control. Prevention, and Emergency Medical Services District (FCPEMSD) met in a Regular Meeting on Tuesday, October 19, 2021, 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 Maurice Watts Director Barry L. Hawkins Director Richard J. Carr Director Rhonda Lopez Director Rick Davis General Manager Kristin Holmes Assistant General Counsel Angela Jackson Secretary President Bradley-Smith convened the October 19, 2021, 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. 1. MINUTES a. Consider to approve the minutes of the Baytown Fire Control, Prevention, and Emergency Medical Services District Regular Meeting held on July 20, 2021. A motion was made by Director Barry L. Hawkins and seconded by Director Maurice Watts to approve the meeting minutes of the Baytown Fire Control, Prevention, and Emergency Medical Services District Regular Meeting held on July 20, 2021, as submitted. The vote was as followed: Ayes: President Brenda Bradley-Smith, Vice President John Adkins, Director Maurice Watts, Director Barry L. Hawkins, Director Richard Carr, and Director Rhonda Lopez Nays: None Approved FCPEMSD Board Regular Meeting Minutes October 19,2021 Page 2 of 8 2. BUSINESS ITEMS a. Consider the election of the President and Vice President and the appointment of the Secretary. Secretary Angela Jackson listed the current appointments, which were: Brenda Bradley-Smith as President; John Adkins as Vice President; and the City Clerk as Secretary. Secretary Jackson explained they could take a vote as a slate or individually. Director Watts recommended the slate which the FCPEMSD Board then came into a consensus. A motion was made by Director Maurice Watts and seconded by Director Barry L. Hawkins to approve the elections of Brenda Bradley-Smith as President, John Adkins as Vice President, and the City Clerk as the Secretary of the FCPEMSD Board. The vote was as followed: Ayes: President Brenda Bradley-Smith, Vice President John Adkins, Director Maurice Watts, Director Barry L. Hawkins, Director Richard Carr, and Director Rhonda Lopez Nays: None Approved 3. DISCUSSIONS a. Discuss the Fire Department Apparatus Replacement Plan and funding options for future fire apparatus purchases. Fire Chief Kenneth Dobson presented the item, and began by mentioning they had been focusing on their fleet program at the Fire Department. They had challenges with some of the older reserved units and had been looking at ways to improve. He added there were also issues with the mechanic shops and such. Moreover, Chief Dobson relayed that they were looking at options to obtain new apparatuses quicker than normal by collecting money and building up their account. Chief Dobson recognized Siddons Martin as the company that worked with them to create some of the options he was about to present to the Board. Chief Dobson first noted some of the benefits of the lease purchase, such as: a flexible payment structure (preferred three years); a one-year deferment option; possibility to order engines immediately; savings on the price increases of materials and annual increases; improves the unit reliability (frontline and reserve); and allowed them to be closer to their apparatus rotation cycle plan. The actions they have taken, as Chief Dobson imparted, were maintenance screens for all of their units with Siddons Martin. He noted they had added a new mechanic. They currently had four mechanics and needed to fill a vacancy. Chief Dobson further discussed they also planned a new maintenance garage once the new safety facility was built. Furthermore, in the future, they were going to order their apparatuses fully equipped. FCPEMSD Board Regular Meeting Minutes October 19,2021 Page 3 of 8 Chief Dobson then relayed the options provided by Siddons Martin. Option One included ordering one pumper which would cost $814,000, and noted what they would pay in interest would be less then what they would pay on the increase. Option Two included ordering two pumpers at the same time some time at the end of the year and the rate decreases slightly. Option Three included ordering one pumper during the present year and then one the next year. Chief Dobson's presentation slides contained the costs, payments, and the difference of the price from the different engines. Director Carr asked if whether the $846,000 number was the cost of the pumper, and Chief Dobson confirmed for the pumper they would order next year; however, $814,000 was the cost for each pumper if they would order two of them now. Chief Dobson then proceeded to list Option Four, which included ordering one pumper per year for the next three years (2021, 2022, and 2023) and what that would look like over the next five years in payments. Chief Dobson communicated they had met with Finance and that they were looking at numbers to see what option they should go with, and noted that Staff preferred Option Two, which consisted of them ordering two pumpers immediately. Chief Dobson noted that in the next few years the debt payment for the training facility would be coming off, which would get the District in a better position. He mentioned, however, that they were looking for ways to utilize fire control funding for those capital items so they would not have to pull from the City's General Fund. However, they would still have a gap, and Chief Dobson further referenced the current situations with the engines in his presentation. General Manager Rick Davis interjected that there were two other possible funding sources. He noted grants were possible in the future to help with costs, and also, they had not factored in the revenue they would realize from the use of their Fire Training Field. Nonetheless, the General Manager Davis's directive to the Finance Director was to make sure the revenue money stayed within the District so that can help pay for apparatus funding that they had displaced by virtue of building Phase Three. Chief Dobson resumed and reiterated they were still going to work with Finance for those funding options and specified it may be between Option One and Two. Vice President Adkins inquired if they could stay at the 4°0 inflation, as the rate is going up. Chief Dobson agreed that may see increases throughout the year on material costs separate, or in addition to the 4°o inflation rate. In conclusion, Chief Dobson recapped that this was where they wanted to be in regards with their apparatus. Director Carr asked what they would do with an eight-year-old fire truck, whether they park, sell, etc., and Chief Dobson answered that once they get a replacement, the eight-year frontline would then become a reserve truck and the oldest truck in reserves would then be auctioned off. Although that was the goal, they do want to get better with that process as they had really old trucks in reserve. The agreements they had with Siddons Martin for preventative maintenance, was that they could occasionally provide them with a loaner truck, which is a great benefit to the City. With there being no more questions, Chief Dobson noted that once they figured out where they were going and everyone is comfortable with the numbers, then they would come back with their findings. FCPEMSD Board Regular Meeting Minutes October 19,2021 Page 4 of 8 4. PROPOSED RESOLUTIONS a. Consider a resolution to approve an amendment to the Baytown Fire Control, Prevention, and Emergency Medical Services District's Fiscal Year 2021-2022 Budget, in order to transfer monies from Contingency/New Initiatives (20701-99001) to Outside Contracts (20701- 85011) for Change Order No. 1 for the Industrial Exterior Gas-Fired Training Props and Thermal Lining Project for the Fire Training Center. Chief Dobson presented the item and clarified it would be the last change order for the project as everything had been completed except for the industrial props. Chief Dobson then asked Assistant Chief Derrick Gaskins to further explain, who indicated that the problem with the industrial props was when they came down to fit them in the concrete it needed to be water tight to hold water. In summary, the concrete was not perfect; therefore, what they needed to do was to come in and re-do some of that concrete so their props could hold water and function as designed. He noted there were nine industrial props that needed to get repaired, which added extra costs and prompted the need for the change order. General Manager Davis commented that the discrepancy was due to mis-configurations since the contractor that provided the props was not the same as the contractor who poured the concrete, and commented that would be avoided in the future. A motion was made by Vice President John Adkins and seconded by Director Richard J. Carr to approve Resolution No. 84, related to Item 4.a. The vote was as followed: Ayes: President Brenda Bradley-Smith, Vice President John Adkins, Director Maurice Watts, Director Barry L. Hawkins, Director Richard Carr, and Director Rhonda Lopez Nays: None Approved RESOLUTION NO. 84 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 2021-2022 BUDGET BY REPROGRAMMING ONE HUNDRED TWO THOUSAND THREE HUNDRED AND NO 100 DOLLARS ($102,300.00) FROM CONTINGENCY/NEW INITIATIVES TO OUTSIDE CONTRACTS FOR CHANGE ORDER NO. 1 FOR THE INDUSTRIAL EXTERIOR GAS- FIRED TRAINING PROPS AND THERMAL LINING PROJECT FOR THE FIRE TRAINING CENTER; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. FCPEMSD Board Regular Meeting Minutes October 19, 2021 Page 5 of 8 b. Consider a resolution authorizing an Interlocal Agreement for Funding of Change Order No. 1 with the City of Baytown for the Industrial Exterior Gas-Fired Training Props and Thermal Lining for the Fire Training Center. A motion was made by Vice President John Adkins and seconded by Director Maurice Watts to approve Resolution No. 85, related to Item 4.b. The vote was as followed: Ayes: President Brenda Bradley-Smith, Vice President John Adkins, Director Maurice Watts, Director Barry L. Hawkins, Director Richard Carr, and Director Rhonda Lopez Nays: None Approved RESOLUTION NO. 85 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 AN INTERLOCAL AGREEMENT FOR FUNDING OF CHANGE ORDER NO. 1 WITH THE CITY OF BAYTOWN FOR THE INDUSTRIAL EXTERIOR GAS-FIRED TRAINING PROPS AND THERMAL LINING FOR THE FIRE TRAINING CENTER; AUTHORIZING PAYMENT BY THE BAYTOWN FIRE CONTROL, PREVENTION, AND EMERGENCY MEDICAL SERVICES DISTRICT IN AN AMOUNT NOT TO EXCEED ONE HUNDRED TWO THOUSAND THREE HUNDRED AND NO 100 DOLLARS ($102,300.00); MAKING OTHER PROVISIONS RELATED THERETO; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. c. Consider a resolution authorizing an interlocal agreement with the City of Baytown for the funding of a 2022 Ford F-450 Diesel 4X2 Regular Cab Chassis and Frazer Type I 14' Ambulance. Chief Dobson presented the item and noted that this was their annual ambulance purchase and they were going to use the same company, Frazer, as they had last year. Vice President Adkins questioned what had happened to buying the ambulance with the box and you would get a new chassis, is that not an option anymore. Assistant Chief Dana Dalbey replied that the problem was that the prices started coming so close together on those remounts, and chassis had changed so much over the past eight years that it had become difficult. However, now that they are ordering the same box, which would be their fifth one in a row, they would be the same. A motion was made by Vice President John Adkins and seconded by Director Barry L. Hawkins to approve Resolution No. 86, related to Item 4.c. The vote was as followed: FCPEMSD Board Regular Meeting Minutes October 19,2021 Page 6 of 8 Ayes: President Brenda Bradley-Smith, Vice President John Adkins, Director Maurice Watts, Director Barry L. Hawkins, Director Richard Carr, and Director Rhonda Lopez Nays: None Approved RESOLUTION NO. 86 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 AN INTERLOCAL AGREEMENT WITH THE CITY OF BAYTOWN FOR FUNDING THE PURCHASE OF A 2022 FORD F-450 DIESEL 4X2 REGULAR CAB CHASSIS AND FRAZER TYPE I 14' AMBULANCE; AUTHORIZING PAYMENT BY THE BAYTOWN FIRE CONTROL, PREVENTION, AND EMERGENCY MEDICAL SERVICES DISTRICT IN AN AMOUNT NOT TO EXCEED TWO HUNDRED FORTY-EIGHT THOUSAND SIX HUNDRED EIGHTY-FIVE AND NO 100 DOLLARS ($248,685.00); MAKING OTHER PROVISIONS RELATED THERETO; AND PROVIDG FOR THE EFFECTIVE DATE THEREOF. d. Consider a resolution to approve the Baytown Fire Control, Prevention, and Emergency Medical Services District's Investment Policy and Strategy Statement in accordance with the Public Funds Investment Act, Section 2256.005(e) for (i) the addition of an investment officer and (ii) the addition and deletion of broker/dealers. A motion was made by Director Barry L. Hawkins and seconded by Director Maurice Watts to approve Resolution No. 87, related to Item 4.d. The vote was as followed: Ayes: President Brenda Bradley-Smith, Vice President John Adkins, Director Maurice Watts, Director Barry L. Hawkins, Director Richard Carr, and Director Rhonda Lopez Nays: None Approved RESOLUTION NO. 87 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 FCPEMSD Board Regular Meeting Minutes October 19,2021 Page 7 of 8 POLICY AND STRATEGY STATEMENT; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. Finance Director Victor Brownlees presented the item and noted this was purely an administrative change to add the name of the City's Financial Controller as an approved investment officer to work alongside him, as currently, he is the only approved investment officer. The Board does require a certain amount of training to be able to serve as a City investment officer. Mr. Brownlees further noted that as the appointed Treasurer by the City's Charter, he is needing some assistance. President Bradley-Smith asked to clarify if they were adding and deleting brokers dealers, to which Director Brownlees responded they were not, and there was also no change to the strategy itself or any costs associated with the change. 5. REPORTS a. Present an update regarding the Baytown Fire Training Field. Assistant Chief Gaskins provided an overview of the Phase II Construction update and noted that the final punch list for the building was completed by their contractor, Comex, which now they were entering the warranty phase. Carullo was their industrial fire prop manufacturer and are 95°o complete and the last 5°o was the concrete work, and they are test firing to make sure everything is working properly, which most of it was pre-manufactured and on site. He noted that they did have an issue with their Texas Railroad Commission inspection since the installer of the tank used previous paperwork and the Texas Railroad Commission informed them they could not. They had to re-file everything and it took about six weeks to get all that back through the state, and they received their final inspection on the 16`1' of September. He further noted that they are currently obtaining quotes for the initial filling of the tank and working through the legality of getting that done through the City and buying propane in bulk. Director Brownlees noted he had signed that paperwork that afternoon, and Assistant Chief Gaskins thanked him and added that they would go out for bids for the remainder of that and assured them they would not go over their cap. Also, he noted that Carullo had stated that once the change order was approved it would take them approximately two weeks to finish the project once they get on location. Assistant Chief Gaskins stated that they had a new Fire Administration Assistant, Margaret Vargas, who has an office at the new fire training facility. Lastly, Assistant Chief Gaskins indicated that since July 20`1', which was their last meeting date, they have had ten different organizations or agencies use the facility, which includes various City of Baytown departments. Also, he noted some portions of the training center had been utilized about 28 days or times, and that is without the industrial props being in place. b. Receive the Baytown Fire Control Prevention and EMS District Financial and Investment Reports for the Quarter Ending September 30, 2021. FCPEMSD Board Regular Meeting Minutes October 19, 2021 Page 8 of 8 Director Brownlees presented the item and noted that they had ended the year in a better position in sales tax revenue. He indicated that the spreadsheet that Chief Dobson referred to earlier in the meeting, indicated that the annual sales tax revenue was about $2.2 million. Director Brownlees believed the numbers Chief Dobson presented in terms of projection were much more conservative, so that would give them more room to maneuver. He also quickly commented that he also preferred Option Two of the options for funding the future fire apparatus purchases presented by Chief Dobson. In summary, Director Brownlees stated they were in a very healthy position on the expenditure side. They were able to put more money in capital in that last year, and projected they may be able to do more the next year. Also, the District's investments had been growing in the last quarter. President Bradley-Smith questioned when they would contemplate purchasing the units. Chief Dobson responded they were hoping to have a special meeting in a month or so as they are expecting a price increase on materials towards the end of the year, so they wanted to get ahead of that. 6. MANAGER'S REPORT a. The next Baytown Fire Control, Prevention, and Emergency Medical Services District meeting is scheduled for Tuesday, January 18, 2022, at 4:30 P.M. in the Baytown Conference Room located at City Hall, 2401 Market Street, Baytown, Texas. General Manager Davis announced that it appears they may be scheduling a special meeting prior to the next regularly scheduled meeting on January 18, 2022, and gave the Board his best holiday wishes. President Bradley-Smith expressed wanting a tour of the new facility to which General Manager Davis stated that would be happy to schedule that in the near future. 7. ADJOURN A motion was made by Vice President John Adkins and seconded by Director Richard J. Carr to adjourn the October 19, 2021, FCPEMSD Board Meeting at 4:59 P.M. The vote was as followed: Ayes: President Brenda Bradley-Smith, Vice President John Adkins, Director Maurice Watts, Director Barry L. Hawkins, Director Richard Can, and Director Rhonda Lopez Nays: None Approvedt��,,�i `ice 'fr' S i„, Angela Jackson, Secretary City of Baytown GYST �t ���` 1