2020-08-10 Budget HearingMeridian Rural Fire Protection District
33 E. Broadway, Suite 210 - Meridian, Idaho 83642
Meeting Minutes — August 1.0, 2020
Call to Order:
The Meridian Rural Fire Protection District meeting for August 10, 2020, was called to order at 6:00
p.m. by Commissioner Ward. Roll call was taken.
Attendees: Commissioner Marvin Ward, Commissioner Derrick Shannon, Commissioner Randy
Howell, Fire Chief Mark Niemeyer, Councilman Brad Hoaglun, John Fitzgerald and Deputy Chief
Charlie Butterfield joined the meeting by telephone
It was confirmed that the City Hall doors are open to the public and directional signs have been placed
in the lobby directing citizens to the meeting location. Deputy Chief Butterfield confirmed that he is
able to hear the meeting.
Approval of the Agenda:
Motion was made and seconded to approve the meeting agenda as presented. Motion approved.
Approval of the minutes:
Motion was made and seconded to approve the minutes from the July 13, 2020, MRFPD meeting and
the July 20, 2020 MRFPD special meeting. Motion approved.
Public Hearing for Fiscal Year 2020 Budget from October 1, 2020 through September 30, 2021 for the
Meridian Rural Fire Protection District, pursuant to Idaho Code Section 31-1422.
(Budget Hearing portion of the meeting minutes transcribed verbatim)
Commissioner Ward: Proposed Budget for Fiscal Year 2021 (October 1, 2020 to September 30, 202 1)
This is the time and place for the public hearing on Meridian Rural Fire Protection District's proposed
budget for fiscal year 2021 (October 1, 2020 to September 30, 2021). This hearing is being conducted
pursuant to Idaho Code Section 31-1422, as required by Idaho's Fire Protection District Law.
By way of background, the Meridian Rural Fire Protection District's Commissioners have prepared the
proposed budget in conjunction with the City of Meridian's proposed fire department budget. The
District has caused the proposed budget to be published in accordance with Idaho Code Section 31-
1422, specifying this date and time as the date and time for any person to appear and present testimony
on the proposed budget. Anyone who wishes to testify on the budget is requested to sign the sign -in
sheet listing your name, address and telephone number. When you testify, please state your name and
address for the record. Randy Howell, a Meridian Rural Fire Protection District Commissioner and the
Treasurer, will now give a brief overview of the proposed budget. Randy.
Page 1 of 5
Meridian Rural Fire Protection District
33 E. Broadway, Suite 210 - Meridian, Idaho 83642
Meeting Minutes — August 10, 2020
Commissioner Howell: I'm going to pass out the proposed budget. Everyone got it? Ok, so this year's
budget, the City of Meridian did a calculation that the Meridian Rural Fire Protection District will
contribute 8% toward the overall Fire Department budget based on the number of residents we have
compared to the number of residents that the City has. It's about I% different than last year. Last year
was 9%. The budget is broken down into three areas. We have personnel budget, we have operation's
budget and a capital outlay budget. Numbers are not too far different from what they were in the current
budget that we are currently in. We will have about a $1,003,994 in the personnel budget, $254,604 in
the operations budget and $51,303 in the capital budget. So our total expenses will $1,309,901.00. We
had a meeting, a special meeting, a few weeks ago and it's the same budget but there is one minor
change that occurred. If you look underneath the C Budget, the ladder truck, 8% of the 21 % not impact
fee eligible, for $21,840. That was actually up in the Operations budget when it's actually a capital
item. It did nothing to change the bottom line of our total expenses. It just got put in the right category.
And so that's the only change that we talked about at the meeting, and that was also the same document
that we published. We did publish it in the local newspaper two consecutive weeks and Judy had sent
me the proof that that got published. So that's the only change, or the only thing that is different is that
one line item got moved. So, if there is no other questions, that is kind of an overview of where we're
at.
Commissioner Ward: Thank you Randy. Before opening the public hearing and taking any public
testimony, do any Commissioners have any questions or comments about the proposed budget or Mr.
Howell's summary and explanation of the proposed budget?
Commissioner Shannon: No
Commissioner Ward: Randy? Okay. This time nobody has any questions or comments. We will now
open the public hearing. Would anyone in the audience like to testify regarding the proposed budget?
Attorney Fitzgerald: Let's make a quick run out to the front...
Fire Chief Niemeyer: And confirm no one is here? Absolutely. (Chief Niemeyer checked the hallway
for anyone that may be coming in to testify) Mr. Chairman, I did confirm that the front doors are still
unlocked; there was nobody standing outside or in the lobby of City Hall.
Commissioner Ward: Thank you, appreciate that. We will now close the public hearing as there has
been no testimony. Is there any information presented during the public hearing that creates any
additional thoughts or analysis from the Commissioners that prompts any discussion regarding or
modification to the proposed budget?
Commissioner Howell: No
Commissioner Shannon: No
Page 2of5
Meridian Rural Fire Protection District
33 E. Broadway, Suite 210 - Meridian, Idaho 83642
Meeting Minutes — August 10, 2020
Commissioner Ward: No? Okay, thank you. I would now entertain a motion to approve the Meridian
Rural Fire Protection District's budget for fiscal year 2021 (October 1, 2020 to September 30, 2021),
which will be Resolution 20-002.
Commissioner Shannon: I second the motion.
Commissioner Ward. All those in favor, say aye.
(all ayes)
Commissioner Ward: Okay, the public hearing for the budget is done and approved. Thank you.
Fire Chief Mark Niemeyer: Mr. Chairman, do you have the resolution 002?
Commissioner Ward: The Resolution I have is 001.
Attorney Fitzgerald: You will need to consider Resolution number 1, which is the Memorandum of
Understanding to adopt the 8%.
Commissioner Ward: So we will do that first right?
Attorney Fitzgerald: You have adopted the budget, now it's just (inaudible)
Commissioner Ward: So the proposal is that we accept the Meridian Rural Fire Protection District
Resolution 20-001.
Attorney Fitzgerald: If I may, for the record, what that amounts to is a Memorandum of Understanding
and Agreement between the District and the City of Meridian for the allocation that Commissioner
Howell spoke about of 92% and 8% relative to the Fire Department Budget. This is a document that
will be signed off on by the District and then signed by the City to document that allocation. It is
intended to be effective for this budget year and then the calculation will go back to the Joint Powers
Agreement unless another agreement is struck between the City and the District.
Commissioner Ward: So with that I propose that we ratify Resolution number 20-001.
Commissioner Shannon: I second.
Commissioner Ward: All those in favor, say aye.
(all ayes)
Commissioner Ward: Thank you.
Page 3of5
Meridian Rural Fire Protection District
33 E. Broadway, Suite 210 - Meridian, Idaho 83642
Meeting Minutes — August 10, 2020
Fire Chief Niemeyer: Mr. Chairman, what I have for you is the MOU which I will need signed by you
and attested and then I will take that original copy to the City for original signature by the Mayor and the
Clerk and then we will get copies to the District. (signatures followed) And then John can confirm that
002 Resolution is the adoption of the budget.
Attorney Fitzgerald: Correct.
Commissioner Ward: So now we have Resolution number 20-002, the Resolution of the Board of
Commissioners adopting the 2021 fiscal year budget for the Meridian Rural Fire Protection District.
Attorney Fitzgerald: Chairman, you just moved and adopted that Resolution adopting the budget. So
we are good. It just needs signed. Attach a copy of the budget that was adopted as well as a copy of the
memorandum. And here is a clean sign -in sheet with nobody.
(End verbatim portion of the meeting minutes)
Treasurer's Report:
• Approve and pay bills as follows:
✓ Check #5339, City of Meridian, $92,119.74 for June for 2020, Invoice #2717
✓ Check #5340, Lawn Co., $380.00, for Watertower property Mowing and Weed Control
services, Invoice #10402
✓ Check #5341, John O. Fitzgerald, $1,061.24 for July 2020 legal services
✓ Check #5342, State Insurance Fund, $150.00 for Workers Comp, Statement #23262435
A motion was made and seconded to approve and pay checks numbered 5339 through 5342 as
presented. Motion approved.
• Current net cash position is currently $4,126,209.72.
• US Bank and LGIP statements for July 2020 were presented for review and approval. Motion made
and seconded to approve the reconciliation of the statements. Motion approved.
• Form filled out and mailed to the State Insurance Fund.
Old Business:
1. Chief Niemeyer gave a brief update on Covid-19, current numbers of cases and testing for Idaho and
Ada County.
2. Update on Lake Hazel property, Chief Niemeyer. Training is on-going at the property. Chief
Butterfield added that the crews are using the structure for training on firefighter safety techniques.
Another house has been acquired on Ten Mile for future additional fire training. Chief Niemeyer also
added that the old equipment on the Lake Hazel property is being removed.
Page 4of5
Meridian Rural Fire Protection District
33 E. Broadway, Suite 210 - Meridian, Idaho 83642
Meeting Minutes — August 10, 2020
New Business:
Station 8 Staffing Discussion, Chief Niemeyer: We have a presentation to City Council tomorrow night
on plan A that we put together based on Mayor Simison's intent of trying to get the next two fire stations
built to meet the growth of the City. The property in the southwest will serve a large population of
Rural Fire District residents. The northwest property has mostly City residents. We can complete the
design of the two stations and the build with impact fees. The challenge is the staffing costs. Part of our
plan to present to Council would be first to pursue grants to cover part of the staffing costs. The City
has the funds to cover the cost of personnel of one of the stations. Chief Niemeyer would like to
continue the discussion with the District to see if the Commission has an interest and willingness on the
District's part to potentially cover some of the costs of personnel for the station in the southwest area. In
fiscal year 2021, we do have approval in the budget to do the design work. We also have the land
purchase approval for the northwest property. Fiscal year 2022 would be ordering the fire engines,
starting the construction (potentially) and then the personnel would be in the beginning of fiscal year
2023. Chief Niemeyer asked what information or data he can provide to the District that would help
these discussions continue. Commissioners asked for some clarification and details on the SAFER grant
which Chief Niemeyer provided. Chief Niemeyer briefly discussed the call data and how we arrive at
the decision as to where stations are needed. Commissioner Ward asked for maps to show the areas of
the proposed stations and to also show some of the call data for those areas.
2. Chief Niemeyer presented a de -annexation letter that was received today. The letter requests de -
annexation from the Meridian Rural Fire Protection District's fire protection district. The property lies
north of Chinden and was missed in a de -annexation done a few years prior. Eagle Fire can respond
much quicker to this area and Chief Niemeyer recommends granting the de -annexation request. Chief
Niemeyer gave the letter to Attorney Fitzgerald to draft a response and asked this topic be placed on
next month's meeting agenda.
Motion was made and seconded to adjourn the August 10, 2020, meeting of the Meridian Rural Fire
Protection District. Motion approved. The meeting was adjourned at 6:37 p.m.
Page 5 of 5
MERIDIAN RURAL FIRE PROTECTION DISTRICT
RESOLUTION NO. 20-001
A Resolution of the Board of Commissioners of the Meridian Rural Fire
Protection District, setting forth certain findings and purposes; authorizing the Chairman and
Secretary to sign and enter into, on behalf of said district, that certain document entitled
"MEMORANDUM OF UNDERSTANDING AND AGREEMENT."
WHEREAS, it is in the best interest of the Meridian Rural Fire Protection District
to join with the City of Meridian, and enter into that certain "MEMORANDUM OF
UNDERSTANDING AND AGREEMENT," a copy of which is attached hereto, the reasons for
which are as set forth in said memorandum;
NOW, THEREFORE, be it resolved and the Board of Commissioners of the
Meridian Rural Fire Protection District hereby resolves as follows:
The Chairman and Secretary are hereby authorized to join with the
City of Meridian and to enter into that certain document entitled
"MEMORANDUM OF UNDERSTANDING AND
AGREEMENT," a copy of which is attached hereto, with the City
of Meridian.
PASSED BY THE BOARD OF COMMISSIONERS OF THE MERIDIAN RURAL
FIRE PROTECTION DISTRICT the 101 day of August, 2020.
Attested:
Meridian ire Protection District
B.
Y
Chairman
MEMORANDUM OF UNDERSTANDING AND AGREEMENT
WHEREAS, a certain agreement entitled the "CITY OF MERIDIAN / MERIDIAN
RURAL FIRE PROTECTION DISTRICT FIREFIGHTING AND LIFE PRESERVATION
SERVICE CONTRACT AND JOINT EXERCISE OF POWER AGREEMENT", dated
September 22, 1998, (the "Agreement") exists between the City of Meridian (the "City") and the
Meridian Rural Fire Protection District (the "District'); and
WHEREAS, pursuant to the Agreement, the District pays a fee (the "Contract Service
Fee") to the City for the protection of property, both real and personal, against fire and for life
preservation services, which includes those services a fire protection district, in the state of
Idaho, is authorized to and does provide (the "Fire and Life Protection Services"); and
WHEREAS, the Contract Service Fee is determined, pursuant to the Agreement, as a
percentage of the "Gross Market Valuation Percentage", the "Population Percentage", and the
"Market Valuation", all of which are delineated in section 8 of the Agreement; and
WHEREAS, pursuant to the Agreement, the method used to determine the Contract
Service Fee is the method used to determine the funding of the Capital Outlay Expenditure
budget as between the City and the District; and
WHEREAS, the Agreement permits the parties to amend or modify, by written
amendment to the Agreement, the method used to determine the Contract Service Fee and the
Capital Outlay Expenditure budget; and
WHEREAS, the City and the District previously entered into a certain Memorandum of
Understanding and Agreement (the "2019/2020 Budget Year Memorandum"), dated July 9,
2019, a copy of which is on file in the records of the City and the records of the District
respectively, pursuant to which the City and the District amended and modified the method used
to determine the Contract Service Fee and the Capital Outlay Expenditure budget, between the
City and the District, for the 2019/2020 fiscal year, as the term "fiscal year" is defined by the
Agreement, by agreeing to a particular percentage allocation of such costs and expenses as
between the City and the District; and
WHEREAS, the City and the District desire: (a) to confirm the expiration, end and
termination of the 2019/2020 Budget Year Memorandum; and (b) pursuant to this Memorandum
of Understanding and Agreement to amend and modify the method used to determine the
Contract Service Fee and the Capital Outlay Expenditure budget, between the City and the
District, by- setting the percentage allocation for purposes of the Contract Service Fee and the
Capital Outlay Expenditure budget between the City and the District for the 2020/2021 fiscal
year; and
WHEREAS, the City and the District desire to enter into this Memorandum of
Understanding and Agreement and effectuate its purposes and agreements because the City and
the District, jointly and severally, through their respective Council and Board, find and conclude
the citizens of the City and the District, respectively, will benefit, directly and indirectly, from its
purposes and agreements as set forth herein above.
MEMORANDUM OF UNDERSTANDING AND AGREEMENT FOR 2020/2021 FISCAL YEAR
Page 4-
NOW, THEREFORE, for good and valuable consideration, the receipt of which is hereby
acknowledged by the parties hereto, the City and the District hereby acknowledge and
memorialize their agreement as follows.
1. The 2019/2020 Budget Year Memorandum is expired, terminated and ended, and
of no further force or effect as of the end of the 2019/2020 fiscal year, as the term "fiscal year" is
defined by the Agreement.
2. Notwithstanding the calculated percentage of the "Gross Market Valuation
Percentage", the "Population Percentage", and the "Market Valuation", as provided in section 8
of the Agreement, for purposes of the Contract Service Fee and the Capital Outlay Expenditure
budget, the allocation between the City and the District for the 2020/2021 fiscal year shall be
NINETY-TWO PERCENT (92%) attributable to the City and EIGHT PERCENT (8%)
attributable to the District. The foregoing shall be and is effective for and as of the 2020/2021
fiscal year, and the parties shall return to the method provided in section 8 of the Agreement for
determining the percentage allocation for the Contract Service Fee and the Capital Outlay
Expenditure budget for subsequent fiscal years.
3. All other terms, provisions, covenants and agreements set forth in the Agreement
shall remain and be the same.
4. The City and the District shall execute such further and additional documents and
instruments necessary to give this Memorandum of Understanding and Agreement full force and
effect.
IN WITNESS WHEREOF, the parties have herein executed this Memorandum of
Understanding and Agreement.
DATED AND SIGNED this + r day of C' 2020.
o4�O�SEDAl1CV5` ,
Attest: city of
I�VI E IDIAN
IOAMO
By: A.
City of Meridian
MEMORANDUM OF UNDERSTANDING AND AGREEMENT FOR 202012021 FISCAL YEAR
Page -2-
Meridi"alFire tection District
By:
Attest:
By:
Secreta
By Resolution No. 20-001
MEMORANDUM OF UNDERSTANDING AND AGREEMENT FOR 2020/2021 FISCAL YEAR
Page -3-
MERIDIAN RURAL FIRE PROTECTION DISTRICT
RESOLUTION NO. 20-002
A Resolution of the Board of Commissioners of the Meridian Rural Fire
Protection District, adopting the 2021 fiscal year (October 1, 2020 to September 30, 202 1)
budget for Meridian Rural Fire Protection District.
Be it resolved by the Board of Commissioners of the Meridian
Rural Fire Protection District to hereby accept and adopt the
Meridian Rural Fire Protection District Fiscal Year 2020 1 2021
Annual Budget, a copy of which is attached hereto.
PASSED BY THE BOARD OF COMMISSIONERS OF THE MERIDIAN
RURAL FIRE PROTECTION DISTRICT the I 01 day of August, 2020.
Meridian Rur• l Fire Protection District
By:
Chairman
Attested:
-Secigtary
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MERIDIAN RURAL FIRE PROTECTION DISTRICT
FY2021 ANNUAL BUDGET
EXPENSES
MRFPD 8%
A Budget - Personnel
Administration
$86,72
Fire Station #1 through #6
$800,84
Training Division
$40,88
Fire Prevention Division
$21,417
Fire Safety Center, Public Education Division
$11,403
City Hall Personnel Proportionate Share
$2,094
Fire Inspector
$10,614
Commissioners' Pay (100% MRFPD Cost)
$30,000
Subtotal
$1,003,994
B Budget - Operations
Administration
$90,427
Fire Station #1
$1,277
Fire Station #2
$990
Fire Station #3
$864
Fire Station #4
$922
Fire Station #5
$896
Fire Station #6
$715
Training Division
$5,623
Fire Prevention Division
$375
Fire Safehouse
$1,522
Computer Replacements I.T.
$5,269
City Hall Operating Proportionate Share
$3,717
Fire Station Repairs & Replacements
$15,286
Fire Inspector - operating
$1,536
Narcotics Vaults
$1,056
Heartsaver Alarms
$1,800
AED's
$972
Ladder truck one-time operating & ongoing operating
$32,018
Status monitors
$288
City Hall Operating replacements, share
$51
Legal (100% MRFPD Cost)
$15,000
Accounting, Payroll fees & Audit (100% MRFPD Cost)
$10,000
Inspection Fees (100% MRFPD Cost)
$10,500
Insurances (100% MRFPD Cost)
$2,500
Idaho Fire Comm. Assoc. Dues (100% MRFPD Cost)
$1,000
Contingency (100% MRFPD Cost)
$50,000
Subtotal
$254,60
C Budget - Capital Outlay
Ladder truck 8% of the 21 % not impact fee elegible
$21,840
Replace 8 Cardiac Monitors
$23,277
Replace MF030, Fire Chief Veh.
$4,960
Vehicle for Fire Inspector
$1,226
Subtotal
$51,303
Grand Total of Expenses
$1,309,901
REVENUE
Property Taxes
$ 1,500,000
Ag Tax Replacement
$6,000
Sales Tax Redistribution
$105,000
Inspection Fees
$15,000
Use of/(Contribution to) Fund Balance (Capt Impv Fund)
($316,099)
Grand Total of Revenue
$ 1,309,901