HomeMy WebLinkAboutNovember 7, 2007St. Joseph
Volunteer Fire Department
ST. JOSEPH ST. JOSEPH, MINNESOTA 56374
FIRE DEPT,
EDUCATIOMAI CEMTII 0! C[Mi~AI MIMMlSOTA
Fire Advisory Soard Meeting
St. Joseph Fire Station
Wednesday, November 7, 2007 at 6:00 PM
1. Call Meeting to order
2. Approve August minutes
3. Financial Report
4.Old Business
A. Air Pack containment station / R.LT. pack
B. Chief's conference
C. 2008 Budget /Fee schedule
D. Cleaning Person for front room
E. St Augusta mutual aid agreement.
F. Springsted study.
G. other.
5. New Business
A. Waite Park annexation issues..
B. Ladder truck repair /service issues
C. Fire Department bylaws /City HR. Policy
D. Other.
6. Adjournment
Thank you
Randy Torborg, Fire Chief
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Page 1 of 3
Pursuant to due call and notice thereof, the Fire Board for the City of St. Joseph and Townships of St.
Joseph and St. Wendel met in special session on Wednesday, August 1, 2007 at 6:00 PM in the St.
Joseph Community Fire Hall.
Members Present: Fire Chief Randy Torborg, City of St. Joseph Representative Rick Schultz, St. Joseph
Township Representative Jeff Janssen, St. Wendel Township Representative Greg Salk. City
Administrator Judy Weyrens.
Others Present: Assistant Fire Chief Terry Loso, Finance Director Lori Bartlett.
Minutes: Janssen made a motion to approve the minutes of May 2, 2007 as presented; seconded by
Salk and passed unanimously.
Finance Report: Weyrens presented the following 2"d Quarter Fire Fund Financial summary:
Revenues: $ 31,311.10
Expenditures: (10,411.81)
Fund Balance June 30, 2007
476,682.66
Torborg questioned the 2006 audited balance and if there were excess revenues over expenditures.
Weyrens stated that after the debt requirement for the fire truck was expended the fire fund had
approximately $ 20,000 excess revenues over expenditures. Torborg questioned if the donations for the
CPR classes have been received and placed credited in the Fire Fund, to which Weyrens stated they
have. Torborg stated that due to the cost of the instructor, the Fire Department has a member who is
certified to instruct first responder and will do so in 2008.
Salk made a motion to accept the 2"d Quarter Fire Financial Statement as presented; seconded by
Janssen and passed unanimously.
OLD BUSINESS
Air Pack Containment Station: Torborg stated that at the last meeting he discussed the need to
purchase an OSHA approved Air Pack Containment Station and he was requested to contact the area
departments to see if they have purchased a new device or if they are interested in a joint purchase.
Sauk Rapids, Sartell and Waite Park have already purchased the OSHA equipment and Rockville has not.
Torborg stated that he has received two quotes: Alex Air - $ 5,613 and Front Line Plus - $ 6,845 (both
quotes are for the same brand of equipment). Torborg stated that he would recommend purchasing
the service agreement with the equipment. Alex Air has indicated that they have a damaged unit that
they are willing to discount $ 200.00. The Board agreed that $ 200 is not worth purchased a damaged
unit. When questioned if additional tanks would be needed, Torborg responded that the Fire
Department already has a spare unit and they should not need an additional tank for at least five years.
Janssen questioned if Torborg has researched funding opportunities through the Minnesota Safety
Grant Program. Janssen stated that he is familiar with the program and the St. Cloud Police Department
has been successful in receiving funding assistance. Torborg stated that he can check into the grant
opportunities; however, Torborg questioned if the Board would consider conditional approval. That is, if
it is not feasible to apply for the grant or funds are not awarded he could purchase the equipment.
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Salk made a motion to authorizing to purchase a two unit Air Pack Containment Station from Alex Air
at expenditure not to exceed $ 5,613.00. Further, Torborg shall check into funding through the
Minnesota Safety Grant Program and if funds are not prior to December 1, 2007, the funds will be
expended from the equipment reserve. The motion was seconded by Janssen and passed
unanimously.
Rapid Intervention Training (RIT): Torborg stated that the mutual aid departments have been
participating in Rapid Intervention Training. RIT is firefighter rescue at structure fires and requires
training and the purchase of a RIT Kit. This kit includes the life safety devices needed by the Firefighter
when entering a burning structure. While questioned if the kits can be shared between departments,
Torborg stated that the kits are customized for the equipment each department is accustomed to using.
Therefore, mutual aid kits would not be as effective. Janssen stated that he is familiar with RIT and the
training and operating procedures are constant but the kits can vary. Janssen suggested that Torborg
consider applying for funding through the Minnesota Safety Grant Program as discussed above.
Janssen made a motion to apply for funding through the Minnesota Safety Grant Program for the
purchase of a RIT Kit at an expenditure of approximately $ 4,000. If funding is not viable or an award
is not received by December 1, 2007, the Kit can be purchased using the equipment reserve fund. The
motion was seconded by Schultz and passed unanimously.
S~rin~sted Study: Weyrens reported that she along with the Fire Chief and Mayor met with Sharon
Klump of Springsted on July 10, 2007. Weyrens stated that it is her opinion that we have not made
much progress in the study to which Torborg concurred. The Fire Board requested that a status report
be submitted by August 15 and the final product must be complete no later than September 15, 2007.
Cleaning Services: Torborg reported that Andy Loso no longer wishes to clean the fire hall. Weyrens
stated that she will contact the cleaners for the City Office facility to see if they would be interested and
what fee they would charge.
NEW BUSINESS
Fire Chiefs Conference: Torborg requested authorization to send two firefighters to the State Fire Chiefs
Conference held in Rochester, October 18, 19 and 20, 2007. Salk made a motion authorizing the
expenditure to send two members of the Fire Department to the State Fire Chiefs Conference October
18 - 20, 2007 as requested. The motion was seconded by Janssen and passed unanimously.
2008 Fee Schedule: Finance Director Lori Bartlett presented the Fire Board with proposed fees for
services. The Fee Schedule includes a charge for reports, use of equipment and charges of illegal or
intention fire and vehicle/car fire for those not in the fire district. Board members questioned if
charging for some of the services will deter people from calling for help and if they are being charge
twice for the same service as a portion of their taxes pay for the fire service.
Torborg stated that the department currently bills people for car fires if they do not live in the fire
district. Typically these fees are paid by the insurance companies and are not contested. He stated that
they have also charged for illegal fires and if the fee is not paid the alternative is to notify the DNR. In
addition, insurance companies are charged for medical reports and they are only released after the
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injured party signs a release. Janssen stated that MN Statutes limit the amount that can be charged for
reports and requested that the fee verified before it is presented for approval.
Board Members requested additional time to consider this matter and agreed to place the item on the
next regular meeting agenda.
2008 Preliminary Budget: Weyrens stated that the City Council is in the process of preparing the 2008
Budget and the Fire Board must review and establish a budget for 2008. The City is required to adopt a
preliminary budget no later than September 15, 2007. Once the preliminary budget is adopted the
Council cannot increase the budget, they can only decrease. Torborg presented the Board Members
with the proposed Fire Budget which includes expenditures totaling $ 319,017 compared to $ 281,096 in
2007. Board Members discussed the increase in the budget as it relates to the participating
contribution. The proposed budget will significantly increase the annual contribution and it may be
difficult to secure Township Board approval.
The Board spent considerable time discussing the need to budget funds to replace equipment. Torborg
stated that the Fire Board will be looking at replacing the pumper truck and it is anticipated to cost in
excess of $ 300,000. Weyrens stated that all departments of the City are required to complete long
range planning, which includes equipment and staffing. The Fire Department will participate in this
process in 2008. Board Members acknowledged the need to plan and budget for such, but were
uncertain as to whether or not the proposed budget would be realistic. Weyrens and Bartlett agreed to
rework the budget and presented a 2"d draft for the Board to consider. The Board agreed to meet on
August 22, 2007.
Mutual Aid Amendment: Torborg reported that St. Augusta has requested to be a member of the
Central MN Mutual Aid Association. St. Augusta has recently formed a fire department and are fully
operational. The Central MN Mutual Aid Association unanimously recommended amending the current
agreement to add St. Augusta. Based on the recommendation of the Fire Chief, Janssen made a
motion to recommend the City Council and Township Boards approve the amendment to the Mutual
Aid Agreement adding St. Augusta as a participating member. The motion was seconded by Salk and
passed unanimously.
Adjourn: Janssen made a motion to adjourn at 9:00 PM; seconded by Schultz and passed
unanimously.
Judy Weyrens
Administrator
Pursuant to due call and notice thereof, the Fire Board for the City of St. Joseph and Townships of St.
Joseph and St. Wendel met in special session on Wednesday, August 22, 2007 at 6:00 PM in the St.
Joseph City Hall.
Members Present: Fire Chief Randy Torborg, City of St. Joseph Representative Rick Schultz, St. Joseph
Township Representative Jeff Janssen, St. Wendel Township Representative Greg Salk. City
Administrator Judy Weyrens.
Others_Present: Assistant Fire Chief Terry Loso, Finance Director Lori Bartlett.
2008. Preliminary Budget: The purpose of the special meeting is to review the revised preliminary
budget. Finance Director Lori Bartlett stated that since the last meeting, the Capital Equipment has
been formatted to illustrate the 2007 budget, 2007 expenditures and 2008 Preliminary Budget. The
detail includes equipment replacement and specific equipment requested by the Fire Department. The
budget revenue has also been reviewed and after adjusting the revenue credit and capital expenditures,
the proposed increase in the fire fund is $ 25,000.00.
Fire Board Members discussed the need to plan for a new pumper truck in approximately five years. It is
estimated that the truck will cost in excess of $ 300,000. Fire Board Members discussed adding
additional funds to the budget to continue to set aside funds for the purchase. Weyrens stated that the
City budgets typically include budgeting for major purchases incrementally through the budget process
and major equipment is then purchased through equipment certificates. Budget funds buy down the
equipment certificates and the balance is funded over five years. If equipment is budget at the full price
the year it is to be purchased there would be large spikes in the budget making it difficult for taxpayers.
Fire Board Members discussed the need to keep the budget increase below five percent. After
considerable discussion, the Fire Board agreed to increase the budget an additional $ 7,000 to be
designated for the future pumper truck. Weyrens also suggested that the Fire Board designate the
equipment reserve funds to specific equipment and this plan would be reviewed annually. If needs
change the Fire Board can re-designate the funds.
Salk made a motion to accept the proposed Fire Fund Budget with a total budget of $ 299,890. The
motion was seconded by Janssen and passed unanimously.
Judy Weyrens
Administrator
Joint Operating Fire Report
3rd Quarter
July 1 through September 30, 2007
Balance as of June 30, 2007
Quarterly Revenues;
St. Joseph Township
St. Wendel Township
City of St. Joseph
State Fire Aid
Fire Hall Rental
Interest Earnings
Fire Fighting Reimbursement
Total Revenues
Quarterly Expenditures:
Fire Administration
Fire Fighting
Fire Training
Fire Communications
Fire Repair Service
Medical Services
Fire Station & Building
Community Room
Other Financing Uses
Total Expenditures
Fire Fund Summary, as of September 30, 2007
Less Designations:
14,297.91
9,359.27
20,241.83
40,667.00
650.00
6, 829.55
507.77
(8,485.57)
(2,007.84)
(499.00)
(1,996.35)
(2,417.64)
(874.62)
(2,268.90)
{100.00)
Equipment Reserve $ 135,000.00
Building Fund 50,400.00
Maintenance Fund 5,633.29
Debt Service Relief 150,000.00
Operating Fund Balance, as of September 30, 2007
$ 452,137.48
92, 553.33
(18,649.92)
$ 526,040.89
341,033.29
$ 185,007.60
NOTE: Subsequent to the quarter-end, the fire department upgraded the containment fill station
in the amount of $ 6,147.81. This amount will come out of the equipment reserve in the 4th quarter as
approved by the Fire Board in August 2007.
Account Descr
FUND 105 Fire Fund
R 105-42210-33400 State Grants and Aids
R 105-42210-34202 Special Fire Service
R 105-42210-34203 Fire Fighting Reimbursement
R 105-42210-34781 Fire Hall Rental
R 1 05-4221 0-3621 0 Interest Earnings
R 105-42210-36230 Contributions from Private Sou
R 105-42210-36260 Surplus Property
R 105-42210-36300 Reimbursement
FUND 105 Fire Fund
CITY OF ST JOSEPH
Fire Board Revenue
Current Period: September 2007
2007 YTD QTD 2007
Budget Amount YTD Amt Balance
$65,000.00 $40,667.00 $42,230.20 $22,769. 80
$175,523.00 $43,899.01 $131,697.03 $43,825. 97
$500.00 $607.77 $1,517.77 -$1,017. 77
$2,000.00 $650.00 $2,275.00 -$275. 00
$6,000.00 $6,829.55 $17,657.02 -$11,657. 02
$0.00 $0.00 $500.00 -$500. 00
$0.00 $0.00 $0.00 $0. 00
$0.00 -$100.00 $0.00 $0. 00
$249,023.00 $92,553.33 $195,877.02 $53,145. 98
$249,023.00 $92,553.33 $195,877.02 $53,145. 98
11/05/07 10:40 AM
Page 1
AccountDescr
FUND 105 Fire Fund
E 105-42210-446 License
E 105-42220-101 Salaries
E 105-42240-104 Taxable Per Diem
E 105-42250-580 Other Equipment
E 105-42260-220 Repair and Maint Supplies
E 105-42270-230 Repair & Maint
E 105-42280-220 Repair and Maint Supplies
E 105-42281-210 Operating Supplies
E 105-49301-700 Misc
FUND 105 Fire Fund
CITY OF ST JOSEPH
Fire Board Expenditures
Current Period: September 2007
2007 YTD QTD 2007
Budget Amount YTD Amt Balance
$24,650.00 $8,485.57 $8,979.46 $15,670.54
$174,146.00 $2,007.84 $61,123.30 $113,022.70
$14,700.00 $499.00 $8,456.35 $6,243.65
$6,500.00 $1,996.35 $3,979.64 $2,520.36
$3,000.00 $2,417.64 $6,046.94 -$3,046.94
$2,500.00 $874.62 $1,549.63 $950.37
$20,600.00 $2,268.90 $9,513.75 $11,086.25
$5,000.00 $100.00 $325.00 $4,675.00
$0.00 $0.00 $0.00 $0.00
$251,096.00 $18,649.92 $99,974.07 $151,121.93
$251,096.00 $18,649.92 $99,974.07 $151,121.93
11/05/07 11:14 AM
Page 1
CITY OF ST JOSEPH
Fire Dept Balance Sheet
Current Period: September 2007
YTD YTD Current
Account Descr Begin Yr Debit Credit Balance
FUND 105 Fire Fund
G 105-10100 Cash $428,731.73 $195,486.70 $103,367.59 $520,850.84
G 105-10450 Interest Receivable on Invest. $1,987.29 $4,365.74 $1,162.98 $5,190.05
G 105-10500 Accounts Receivable $0.00 $0.00 $0.00 $0.00
G 105-20200 Accounts Payable -$581.08 $581.08 $0.00 $0.00
G 105-25310 Appropriated Fund Balance -$430,137.94 $106,353.88 $202,256.83 -$526,040.89
FUND 105 Fire Fund $0.00 $306,787.40 $306,787.40 $0.00
FUND 317 Fire Facility, 1997
G 317-10100 Cash $7,745.03 $31,583.36 $31,644.40 $7,683.99
G 317-10450 Interest Receivable on Invest. $32.92 $121.48 $60.44 $93.96
G 317-25310 Appropriated Fund Balance -$7,777.95 $31,704.84 $31,704.84 -$7,777.95
FUND 317 Fire Facility, 1997 $0.00 $63,409.68 $63,409.68 $0.00
FUND 331 2003 Refunding Fire Hall
G 331-10100 Cash $98,214.50 $83,830.05 $28,977.05 $153,067.50
G 331-10300 Cash with Fiscal Agent $0.00 $0.00 $0.00 $0.00
G 331-10450 Interest Receivable on Invest. $2,932.42 $4,425.80 $1,822.48 $5,535.74
G 331-10700 Taxes Receivable -Delinquent $780.85 $780.85 $1,561.70 $0.00
G 331-13113 Due From other Gov't Units $477.12 $0.00 $477.12 $0.00
G 331-22204 Deferred Revenue -$780.85 $1,561.70 $780.85 $0.00
G 331-25310 Appropriated Fund Balance -$101,624.04 $31,276.65 $88,255.85 -$158,603.24
FUND 331 2003 Refunding Fire Hall $0.00 $121,875.05 $121,875.05 $0.00
$0.00 $492,072.13 $492,072.13 $0.00
11/05/07 11:12 AM
Page 1
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