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HomeMy WebLinkAbout[02] MinutesST JOSEPH FIRE DEPT. MEETING DATE: AGENDA ITEM: BACKGROUND INFORMATION: BUDGET /FISCAL IMPACT: ATTACHMENTS: Fire Board Agenda Item 2 August 3, 2011 Minutes February 2, 2011 May 3, 2011 July 6, 2011 Draft Minutes — February 2, 2011 ..............2:3 -4 Draft Minutes — May 3, 2011 ......................2:5 -6 Draft Minutes —July 6, 2011 .......................2:7 REQUESTED ACTION: Approve the minutes for the February 2, May 3 and July 6, 2011 Fire Board Meetings. 2:1 THIS PAGE INTENTIONALLY LEFT BLANK 2:2 February 2, 2011 Page 1 of 2 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 regular session on Wednesday, February 2, 2011 at 6:00 PM in the St. Joseph Fire Hall. Members Present: Fire Chief Jeff Taufen, City of St. Joseph Representative Bob Loso, St. Joseph Township Representative Jeff Janssen, St. Wendel Township Representative Greg Salk. City Administrator Judy Weyrens. Others Present: Justin Honer, Assistant Fire Chief Minutes: Loso made a motion to approve the minutes of November 2011 as presented; seconded by Janssen and passed unanimously. Financial Report: Weyrens presented the following 2nd Quarter Financial Summary: Revenues $ 67,330.55 Expenditures $ (109.715.06) Fund Balance $ 606,136.47 The Board discussed the amount of funds that are left as undesignated. As of the date of this report, the undesignated fund balance is $ 114,123.39. Weyrens suggested the Board consider designating a portion of the balance to equipment reserve to be used for future purchases. Loso made a motion to designate $ 35,000 of the undesignated balance for equipment reserve. The motion was seconded by Janssen and passed unanimously. The Board discussed the contribution of St. Benedict and if they have been approached to consider increasing the annual donation. Taufen stated that in 2001 St. Benedict was approached to increase their contribution and they agreed to contribute and additional $ 5,000. Janssen stated that there may be an opportunity for approaching St. Benedict as the Board is looking at purchasing a new truck. Sometimes it is easier to solicit contributions for a specific piece of equipment. Weyrens stated that the City is looking at approaching St. Benedict for a payment in lieu of taxes so it may be counterproductive. Taufen made a motion to approach CSB for an additional contribution to the Fire Department; seconded by Janssen and passed unanimously. Salk made a motion to accept the 2nd Quarter financial report as presented; seconded by Loso and passed unanimously. State Fire School: Taufen reported that the annual State Fire School will be held in Detroit Lakes June 2 — 4. In the past the Fire Board has funded two members to attend and the Relief Association has funded two. Loso made a motion to authorize the expenditure for two members to attend the State Fire School reimbursing the registration, per diem, hotel, meals and mileage. The motion was seconded by Salk and passed unanimously. Scanner: Taufen reported that the Fire Department updated the Computer system in the Fire Department recently and he would like to continue the process and add a scanner. The City currently images all the documents and the fire department has access to the data and can image all Fire Department records. The estimated cost of a scanner is $ 2,800. Salk made a motion authorizing the purchase of a scanner at an estimated cost of $ 2,800. The motion was seconded by Janssen and passed unanimously. Charging For Emergency Responses: Weyrens presented the Board members with an email from a St. Joseph Council Member questioned the status of charging group homes for emergency services with numerous requests for service. The Board rejected the concept stated that the Fire Department is a community function that while you hope you don't have to use, should be available to all without a separate charge. People may be more hesitant to call 911 if they know they will be charged for the 2.3 February 2, 2011 Page 2 of 2 response. The residents are taxed for the service and they should not be billed separately. Salk made a motion to continue the current practice of not charging for emergency responses. Further, if the Council would like the Board to reconsider, they are encouraged to attend a Fire Board Meeting. The motion was seconded by Janssen and passed unanimously. Membership: Taufen reported that the City has advertised for applications for Firefighter and the application period closed in one week. If all goes well, the Board will consider hiring in May. Mutual Aid: Taufen reported that the Waite Park Fire Chief has inquired if the St. Joseph Fire Department would consider dual pages when calls are received for the annexation area. Taufen stated that he is as receptive to the idea as it is costly for both departments to respond. The area has a mutual aid system that is effective so in Taufen' s opinion the dual paging would be a waste of resources. Adiourn: Loso made a motion to adjourn at 7:35 PM; seconded by Janssen and passed unanimously. Judy Weyrens Administrator 2:4 May 3, 2011 Page 1 of 2 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 regular session on Tuesday, May 3, 2011 at 6:00 PM in the St. Joseph Fire Hall. Members Present: Fire Chief Jeff Taufen, City of St. Joseph Representative Bob Loso, St. Joseph Township Representative Jeff Janssen, St. Wendel Township Representative Greg Salk. City Administrator Judy Weyrens. Others Present: Justin Honer, Assistant Fire Chief Financial Report: Weyrens presented the following 1st Quarter Financial Summary: Revenues $ 55,102.43 Expenditures $ (24.613.66) Fund Balance $ 623,094.58 The Board questioned the negative amount for maintenance on the designated portion of the statement and questioned if funds should be designated. Weyrens stated that typically negative numbers would be removed to cover the expenditures. Salk made a motion to $ 3,950 to the Maintenance Fund to remove the deficit. The motion was seconded by Loso and passed unanimously. Loso made a motion to accept the 1st Quarter financial report as presented; seconded by Salk and passed unanimously. Fire Chiefs Report: Taufen reported that one of the firefighters is currently on medical leave and should be returning shortly. He also reported that the Department has been working on training. The State certification has made some changes to the training and now all firefighters who complete firefighter one also have certification in Hazmat Operations. Taufen stated that the Fire Board should consider funding training for Hazmat Certification for those who do not already have certification. If fire members wish to continue training and attend Firefighter II, they cannot register until they complete the Hazmat certification. He stated that minimally the captains should be hazmat certified and there is enough federal training grant proceeds remaining to cover the costs. Janssen made a motion authorizing up to six fire fighters to attend Hazmat training be become certified in Hazmat Operations. The motion was seconded by Loso and passed unanimously. Fire Truck Purchase: Taufen stated that previously the Fire Board authorized the formation of a truck committee to determine the cost of replacing the 1995 Pumper Truck. Based on information from one vendor the cost of the truck is approximately $ 510,000 and the equipment is another $ 35,000. Taufen reminded the Board that the truck cost is the first look which can be pared back. A small fire department within Stearns County as already inquired if the Department is purchasing a new truck and has expressed interest to purchase the City truck if a new one is purchased. They came and looked at the truck and requested to be kept updated on the status. Board members discussed the financing of the pumper truck and when the Department would take delivery if the Fire Board moved forward. Taufen stated that it typically takes anywhere from 18 to 24 months to build a truck as they are each built to specific specifications of a department. Weyrens stated that the City will be refinancing the Fire Hall debt and the purchase of the Fire Truck could be added to the same bond issue, saving on issuance costs. Loso made a motion to secure financing options for the purchase of a $ 500,000 pumper truck. The motion was seconded by Janssen and passed unanimously. DNR Grant: Taufen requested authorization to submit an application to the DNR seeking funding for the replacement of the ATV. In reviewing costs for replacement, Taufen estimates that anew ATV and pump will cost approximately $ 13,000. When questioned the need for replacement, Taufen responded that the current ATV is starting to show its wear and the tank is leaking. The grant program through the DNR is a 50/50 matching grant with a maximum award of $ 5,000. The Fire Board authorized submittal in 25 May 3, 2011 Page 2 of 2 2010 but the request was not funded. At the same time the annual budget included setting aside funds for the equipment knowing that it was not likely to be funded by the DNR in 2010 and the City had received a grant in 2009. If the Department is not successful in 2011, the equipment would be funded through the budget process. Loso made a motion to authorize submission of a grant application to the DNR for the purchase of an ATV at an estimated cost of $ 13,000. The motion was seconded by Salk and passed unanimously. Seal Coating: Taufen reported that the parking lot at the Fire Hall is in need of seal coating and the last time it was seal coated was 2008. In discussing the project with the Public Works Director, Terry Thene, he suggested that the project be added to the larger City project for a cost savings. Seal King has provided a quote for $ 2,674 and it is estimated that through the City project it will be approximately $ 2,550.00 plus the cost of striping. Janssen made a motion to authorize the seal coating of the Fire Hall parking lot, participating in the 2011 City Seal Coat Project. The motion was seconded by Salk and passed unanimously. FEMA Grant: Taufen requested authorization to submit a FEMA grant seeking funding for the replacement of turnout gear. The existing equipment is over 10 years old and the national standards indicate that the useful life is 10 years. Therefore, the Fire Board will have to start budgeting for the replacement if funding is not awarded. Janssen made a motion authorizing a grant application submittal to FEMA for the replacement of 30 sets of turnout gear; seconded by Loso and passed unanimously. Fire Hall Rent: Weyrens requested the Fire Board consider increasing the rent for the Community Room from $ 75 to $85. The facility is booked many evenings and weekends and is beginning to show wear. The Fire Board will soon be faced with needing to replace the table and chairs. The St. Joseph Chamber has requested to look at purchasing round tables for meetings. The Fire Board was not opposed to looking at different tables and requested that if the Chamber has suggestions they should forward to the City for review. Weyrens stated that increasing the fee would also be consistent with what the City charges for the Park Shelters. Loso made a motion to increase the Fire Hall rental fee to $ 85.00; seconded by Janssen. Ayes: Taufen, Loso, Janssen. Nays: Salk. Motion Carried 3:1:0 Hiring of New Firefighters: Taufen reported that the three firefighters recommended by the investigating committee are starting the process for hire. The three members recommended for hire are Sharon Young, Rachel Fiedler and Brent Albertson. Salk made a motion to hire the three individual recommended by the hiring committee pending completion of the physical and background check. The motion was seconded by Loso and passed unanimously. Pool Filling: Taufen stated that the department is frequently requested to fill pools and in the past the Fire Board has taken the position that the equipment is too expensive to risk damage for filing pools. Taufen reported that other surrounding departments do provide this as a service provided the resident pays for the water. Janssen stated that he would not have a problem with filling pools provided that there is not a cost to the department and the cost of the staff and truck is recovered. Taufen stated that the City does have a fee schedule which indicates the cost per truck and for personnel. Salk made a motion authorizing the Fire Department to fill pools upon request, provided the water, staff and truck costs are covered upfront. The motion was seconded by Janssen and passed unanimously. Adjourn: Loso made a motion to adjourn at 7:35 PM; seconded by Janssen and passed unanimously. Judy Weyrens Administrator 2:6 July 6, 2011 Page 1 of 1 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, July 6, 2011 at 6:00 PM in the St. Joseph Fire Hall. Members Present: Fire Chief Jeff Taufen, City of St. Joseph Representative Bob Loso, St. Joseph Township Representative Jeff Janssen, St. Wendel Township Representative Greg Salk. City Administrator Judy Weyrens. Others Present: Justin Honer, Assistant Fire Chief Fire Truck Purchase: Taufen stated that purpose of the meeting is to discuss the potential fire truck purchase. Weyrens stated that the City is in the process of refunding the debt for the fire hall and during review of the proposed rates, it became apparent that if the Fire Board is considering replacing the tanker it would make sense to so at the same time. When looking at the rates approximately 45 days ago, they are at a low rate ranging over the life of the bond from .2 to 1.6. In addition to low interest rates, there may also be the opportunity to reduce issuance costs. Without knowing if the Fire Board desired to move forward and if they did what amount, the bound consultant prepared three different funding amounts each with three different debt terms. The scenarios included analyzing $ 400,000, $ 500,000 and $ 600,000 over five, seven and ten years. Taufen stated that the truck committee has looked at the cost to replace the truck and they have an estimate of approximately $ 500,000. The price could be reduced somewhat based on selected options. Taufen stated that the truck would need about $ 35,000 of equipment. When questioned about the resale value of the existing pumper, Taufen stated that a small community has inquired about purchasing the truck and equipment. During the conversation they stated they would be interested and inquired about a price for the truck and equipment. As the Board has not committed to purchasing a new truck he stated that he would get back to them. Taufen stated that the truck may have a sellable value around $ 60,000 plus equipment. With regard to the financial impact, through the CIP process, approximately $64,000 is available for down payment on the truck and add an approximate sale value of $ 60,000, the financing of the truck would be down to $ 400,000. Board members also discussed that the rescue van is schedule to be replaced in 2012 and if it would be prudent to bond for both. Weyrens stated that the Fire Board could leverage their funding by doing so and re- allocate the CIP funds for future needs. After considerable discussion the board agreed to leave the rescue van out of the bonding and pay cash for the replacement. The board agreed to bring back to their respective Boards the proposed purchase of a pumper truck, financing $ 400,000 through an equipment certificate. Weyrens stated that the City will be refinancing the fire hall debt to secure a lower interest rate to which Loso question if both items could be one debt. Weyrens stated she would check on that matter. The Board requested that Weyrens contact bond counsel to receive current rates on a proposed issue of $ 400,000 for both seven and 10 years, and provide a copy of the minutes to each Board member. The Board will discuss again at their regularly scheduled August meeting. Infrared Camera: Taufen requested authorization to purchase a replacement infrared camera at a cost not to exceed$ 9,000, of which $ 3,950 would be funded by the Fire Department. The current camera is failing and only has a battery life of approximately ten minutes. Janssen made a motion to approve the purchase of an Infrared Camera at a cost not to exceed $ 9,000; seconded by Salk and passed unanimously. Adjourn: The meeting was adjourned by consensus at 6:55 PM. Judy Weyrens Administrator 2:7 THIS PAGE INTENTIONALLY LEFT BLANK 2:8