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04/15/2008 Regular MeetingFIRE PROTECTION AREA NO. 1 BOARD REGULAR MEETING April 15, 2008 @ 7:30 p.m. BAYSIDE FIRE HALL CALL TO ORDER CHAIR DOLPH, called the meeting to order at 7:32 p.m. ROLL CALL (~ ~-~ _ r.._ __ ~` ~,` D ~ ~, JU L 9 2008 ' ~ ~ __1 ~~, ~.. Members present were M. Dolph, J. Pickett and G. Spalinger. Excused Members were C. Davidson and R. Nelson. A quorum was established. Also present were Chief Himes and M. Barber, E/F Department. Visitors present were R. Carstens, M. Comere, K. Papeneau, A. DeVries and S. Arndt. APPROVAL OF AGENDA It was Moved, G. Spalinger and seconded to approve the Agenda. There was a unanimous affirmative voice vote. APPROVAL OF MINUTES It was Moved, G. Spalinger and seconded to approve the Minutes from the Regular Meeting/Public Hearing of March 18, 2008. There was a unanimous affirmative voice vote. ACKNOWLEDGEMENT OF FINANCIAL REPORT It was Moved, G. Spalinger and seconded to acknowledge receipt of the Financial Report. There was a unanimous affirmative voice vote. VISITOR COMMENTS A.DeVries stated he wanted to remind the Board that they bought the squad ahead of schedule by one or two years and the money for the 5 Bay Addition was set aside, but because of the decision of the Board to go ahead with the purchase of the fuel efficient ethanol engine in 2006 the money was tapped into. He said it was real important if they do the addition it be done right and he strongly supports 5 Bays to house all the rigs, in order to keep them out of the weather. R. Carstens stated he agreed with A. DeVries. He said it's one of those situations that you don't get a project like this going very often and if it isn't done right the first time it's difficult to get them completed and the costs are so much higher by the time you come back around for approval. He hopes the Board will vote to get the maximum amount of space that they need now and for what we can foresee in the reasonable future. 1 STAFF REPORTS a. Chief s Report Chief Himes stated he's completed two grants. The FEMA Interoperable Communications Upgrade Grant got in at the last minute (had problems getting all the signatures). This was put in to upgrade all the radios and to put in a new receiver for Womens Bay to improve the reception out there. Also a grant was put in for Turn Outs, ran into a snag with it. The plan was to put in a regional grant but when the numbers were being entered, the system wouldn't allow it. He went back and the guidelines didn't allow five turn outs on regional grants, so they had to go back and enter by departments, which was done and the grant got in. b. Chair's Report Chair Dolph handed out the Fire Protection Area #1's Financial Profile to the audience, which was in the meeting packet. He said the only item for discussion this evening is the Architectural options that are recommended by Jensen Yorba & Lott. He stated that after his report he will get Tony Yorba on the telephone and speak via teleconference. T. Yorba's computer will be linked to Bayside's so when he presents the different options for the addition the Board and visitors will be able to see the drawings on the projector screen. T. Yorba will go through the different options and be answering any questions that the Board or the visitors may have. Chair Dolph said that he and Chief Himes went to the KIB and went over the numbers for this project with Finance. He stated he had been trying to get with K. Short the KIB Finance Director, but K. Short had been out of the office and wouldn't be back until after their meeting. Chair Dolph explained the Borough Financial Records for the Bayside Addition Project #174 to date. He stated the starting balance was $426,8001ess expenses to date of $24,352 plus $5,053 encumbered funds for Jensen Yorba & Lott brings the balance to $397,396. Figure in future expenses of $6K for TNN storage and $7,860 for Cossette house removal you end up with $383,535. Add the $22K in the Bayside Underground Electricity #00102 it brings the total projects budget balance to $405,536. Then with the fund balance at the end of FY2007 of $526,374 it brings the total available funds for the project to $931,909. G. Spalinger said he thought the TN1V storage would come out of the operating budget instead of the projects fund. Chief Himes said the Board directed him to use the project account. Chair Dolph told the Board he hopes to sit down with K. Short with the KIB Finance Dept. to try and figure out how the Board can make up the additional monies. ITEMS OF DISCUSSION 2 Construction Concept options for new addition; Teleconference with T. Yorba- Jensen Yorba Lott, Inc. (Possible Action Item) Chair Dolph briefly went over the five options along with the cost breakdown that T. Yorba was going to present to the Board via teleconference. T. Yorba stated he appreciated the Board allowing him to do the presentation telephonically. He presented the five different options for the Five Bay Addition to the Board. Discussion followed re: Should building have a sprinkler system and if so what would the cost be, is building going to be earthquake resistant, is wood frame building more economical. Chair Dolph thanked T. Yorba for his time & presentation and told him that the Board would discuss their options, with the financial profile and get back with him. T. Yorba told the Board he appreciated the opportunity of being able to talk with them. He also wanted to let the Board know that the cost estimator is showing the price of steel going up again. Chair Dolph thanked T. Yorba again and said the Board will continue to move on this as rapidly as they can and continue to keep him informed of their progress. Chair Dolph told the Board to add to Option 1, an item that isn't figured into the estimate is the Architectural cost which would be an additional estimate of 7%, along with an additional KIB Projects cost of roughly 20%. Discussion followed concerning the different options for the addition. What items should or shouldn't be cut in order to save cost. The funds will be coming from what source. Need to control spending in order to pay for the addition. It was Moved, G. Spalinger and seconded to direct the firm Jensen Yorba Lott, Inc. to proceed with the 5 Bay Addition Option #1. The Motion carried by a unanimous roll call vote. VISITOR COMMENTS A.DeVries said that it's time to push forward and if there's any help needed the Board shouldn't hesitate to ask for help by the volunteers. M. Corriere asked the Board if it's realistic to have it up this season. BOARD COMMENTS J. Pickett said that there's a lot to take in and looks forward to the project getting under way and getting done. They have a long road ahead of them. He thanked all the visitors and said he appreciated their comments. G. Spalinger said it was about a year and a half ago that the Board asked to piggy back onto another project that Jensen Yorba and Lott were doing and was told that it couldn't be done. He said then the Borough needed a small project done and piggy backed onto another one. He told the Board to think about that when it comes time to vote. Chair Dolph said he echoes what the citizens had to say. The Board will exercise whatever it takes to get it done. He thanked the citizens for coming out and participating in the meeting. He reminded the Board that the next work session is scheduled for Tuesday, May 6th unless anything comes up with Jensen Yorba and Lott, then there may be a special meeting called. Meeting adjourned at 9:SOpm SUBMITTED BY: Mary J. Bar r, ecretary KIB Engin g Facilities Department Date: ~ l -t ~ APPROVED BY: Mike Dolph, Chair Fire Protection Area No. 1 Board Date: 6 ~?-o ~ 4