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11/20/2007 Regular MeetingMinutes ~ ~~ 11. ~ ~ _, ''; Fire Protection Area No. 1 ~ ~~'~' Regular Meeting ~ ~ i ~A N ~ Q ZQQ$ 20 November 2007 - 7:30 pm '' Bayside Fire Station L--- _. ~. ~~ 1. Call to Order __.__..__..__ The meeting was convened by the Chair at 7:34 pm. 2. Roll Call Members present were Cliff Davidson, Mike Dolph, Jim Pickett and Greg Spalinger. Absent Member was Rebecca Nelson. Sharon Lea Adinolfi, E/F Department, was recording secretary. 3. Approval of Agenda It was moved and seconded to approve the Agenda. The Chair noted that Election of Officers had been removed because there was not a full Board in attendance and Approval of Minutes was removed because there were none. There was a unanimous affirmative voice vote. 4. Acknowledgement of Financial Report It was moved and seconded to acknowledge receipt of the Financial Report. There was a unanimous affirmative voice vote. 5. Visitor Comments None. 6. Staff Reports A. Chiefs Report Chief Himes reported that the First Responder Program was back in effect. He said that joint efforts with all fire departments were going very well -noting joint training with the City, rescue drilling, ambulance orientation and medivacing. He said Chief Kamai hoped to work toward joint membership. The Chief also noted that the Christmas party would be on the 22°d of December and the City would be joining in. Also scheduled is the Firefighters' Ball, to be held at the Golden Anchor on 16 February 2008. He said that an EMT Refresher Class will be coming up soon and he would like to start a recruiting class in January. B. Borough Staff Report -None. C. Chair Report M. Dolph let the Board know that J. Kepley, who had been supporting the Board for the last two years, has moved into the Clerks Office at the Borough and the Board's new support person would be Mary C:\Documents and Settings\mbarber\L,ocal Settings\Temporary Internet Fi]es\Content.0utlook\VGQKVOVJ\071120 FPA Minutes.doc Page 1 of 5 Barber who has moved to the E/F Department. G. Spalinger questioned the possible reimbursement of $1000 that was paid by the FP Board to cover training expenses for J. Kepley. M. Dolph said he would look into it with the Clerks Office. C. Davidson said he felt that training of a public employee was a good thing. G. Spalinger agreed, but felt the Department [in the Borough] should fund training for their employees. 7. Old Business A. Temporary Storage for Apparatus M. Dolph advised that a 'temporary shelter' is something that is up and in use for less than 90 days. The process to allow a temporary storage unit would take more than 90 days. Amore permanent shelter has to meet certain building codes. A fabric quonset but would cost between $12,000-$14,000 with additional costs for the fabric to be made fire retardant. G. Spalinger asked if that price included a foundation. M. Dolph answered no -that would be an additional cost. G. Spalinger said he was not in favor of a fabric structure. Discussion: G. Spalinger asked if the warehouse across the street [from the Firehouse] were still available. M. Dolph - it has been subdivided inside and there is not enough space for the apparatus. G. Spalinger questioned Bruce McNeils's space. Chief Himes said there might not be enough room because of clearance. M. Dolph also suggested that that location created a problem with response calls. C. Davidson asked if the Fire Department was 'stuck' with leaving the apparatus out in the weather. He suggested using a high quality tarp -that would be better than nothing. Chief Himes said a tarp could work, but the light tower on top would still be exposed. G. Spalinger suggested ashed - with a roof - like a carport -outside the fire hall. Chief Himes said the power line would be available and it could be considered a temporary structure. C. Davidson requested that Staff pursue a tarp system. G. Spalinger suggested looking into the possibility of building a carport. C:\Documents and Settings\mbarber\I,ocal Settings\Temporary Internet Files\Content.0utlook\VGQKVOVJ\071120 FPA Minutes.doc Page 2 of 5 M. Dolph indicated that an approach might be to ask the Building Department what could be built that would not require engineering, etc. 8. New Business A. Time Extension for Removal of Cossette House K. Arndt addressed the Board. He said the contractor he had for the house move was behind schedule. He noted that the lot is cleared, the house is prepped and once the contractor arrives the move could be accomplished in two days. He requested an extension of his contract. There was discussion regarding the timeframe for groundbreaking for the new addition. The consensus was that the house would not initially interfere with that work. G. Spalinger moved, J. Pickett seconded a motion to grant an extension of the contract until 15 April 2008. C. Davidson moved to amend the motion to include demolition and removal of house [offered by K. Arndt] by 10 Apri12008 if the move cannot be made by the extension date of 15 April 2008. The Amendment to the Motion was seconded by J. Pickett. There was a unanimous affirmative roll call vote. The main motion was also a unanimous affirmative roll call vote. M. Dolph directed Staff to draw up a new contract factoring in the new time and demolition language. B. Review of RIM Architects Drawing Submittal and C. Approval for Payment of Invoice -RIM Architects SL Adinolfi passed information from Ken Smith, Project Manager, that he would like to see some official action taken on the part of the Board - so that the process could move forward. Options could be to move to a different architect, stay with RIM and move on to the next step. At 35% schematic design the Board would get a truer construction estimate and more detailed schematic drawings. It was noted that RIM is not under contract at this point and until they are, the Board cannot expect any further drawings or information. Regarding the $11,000 invoice, K. Smith's opinion was that RIM should at least be paid for the Draft Program prepared. This is a solid document and forms the basis for the Project. M. Dolph expressed his sense that RIM was owed something, given their site visit and the preparation of the Draft Program, but in reviewing RIM's proposal he did not feel that what the Board has received thus far is worth $11,000. G. Spalinger said that Tony Yorba [Jensen, Yorba Lott], who was the second choice A/E firm for this Project, is in town frequently working on other projects. He felt T. Yorba would be willing to step in and assist. Chief Himes reviewed errors and omissions he discovered in what RIM had presented and expressed his disappointment with what had been provided. C:\Documents and Settings\mbarber\Local Settings\Temporary Internet Files\Content.0utlook\VGQKVOVJ\071 120 FPA Minutes.doc Page 3 of 5 M. Dolph said he would feel comfortable with K. Smith negotiating with RIM to reduce the amount of the invoice and beginning discussion with T. Yorba. He also felt that $266,000 for A/E design was an outrageous figure [for this project]. Chief Himes provided a handout from General Steel showing specs and quoting $100 to $110 sf. The building would be engineered and stamped. Chief Himes questioned the need for an architect. M. Dolph said he believed that some architectural design was required by the Fire Marshall's Office. He also felt the Board should say no thank you to RIM and have K. Smith negotiate the invoice and begin new negotiations with T. Yorba. C. Davidson moved that the Board terminate its relationship with RIM Architects and direct K. Smith to negotiate the outstanding invoice. G. Spalinger seconded the motion. There was a unanimous affirmative roll call vote. G. Spalinger said that it was a good idea to get a pre engineered building. There would be some foundation, mechanical electrical work to be done and information could be passed to T. Yorba, asking what he could do for the project. He noted the economies of using Tony - he is in town frequently so travel costs could be shared among existing projects. C. Davidson indicated he would like to see some architectural embellishments so that the addition would fit in with the existing building. He also wanted to make sure that actions taken [with RIM] would not incur any legal actions. SLA to pass all information to K. Smith and W. Koning -Code will be reviewed. The consensus of the Board was to direct Staff to initiate discussions with T. Yorba of Jensen Yorba Lott. SLA to pass General Steel information to T. Yorba. Visitor Comments None. 10. Board Comments G. Spalinger -None. C. Davidson said he appreciated the efforts put forth by Chief Himes and the City FD. J. Pickett said he was excited to see the Departments working together and EMS back online. He would like to see the Project get underway. M. Dolph said he was happy that things were coming together and it felt good to be back in response. He commended Chief Himes for the good work and expressed appreciation to the Board for its efforts. C:\Documents and Settings\mbarberU.ocal Settings\Temporary Internet Files\Content.0utlook\VGQKVOVJ\071120 FPA Minutes.doc Page 4 of 5 11. Meeting Schedule The next regularly scheduled meeting is set for 18 December 2007 at 7:30 at Bayside. Election of Officers will be on the Agenda. M. Dolph said that if a special meeting were required, the date would be 4 December 2007. 12. Adjournment There being no further business to come before the Board, the meeting was adjourned at 8:50 pm. Respectfully submitted: ~~""~"~ - Date: 1 1 Sharon ~nolfi, Project Ass ant KIB Engineering/Facilities Dept. `.G~2'/ ~ Date: l D Mike Dolph, Chair Fire Protection Area # 1 C:\Documents and Settings\mbarber\Local Settings\Temporary Internet Files\Content.0utlook\VGQKVOVJ\071120 FPA Minutes.doc Page 5 of 5