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2022-05-09 Minutes Meridian Rural Fire Protection District 33 E. Broadway, Suite 210 - Meridian, Idaho 83642 Meeting Minutes – May 9, 2022 Page 1 of 3 Call to Order: The Meridian Rural Fire Protection District meeting for May 9, 2022, was called to order at 4:00 p.m. by Commissioner Ward. Roll call was taken. Attendees: Commissioner Randy Howell, Commissioner Derrick Shannon, Fire Chief Kris Blume, Deputy Chief Charlie Butterfield, Attorney John Fitzgerald, Meridian Councilman Joe Borton, Division Chief Justin Winkler, and Division Chief Jordan Reese. 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 April 11, 2022, MRFPD meeting. Motion approved. Treasurer’s Report: • Approve and pay bills as follows: ✓ Check #5424, City of Meridian, $98,975.41, March 2022 A, B, & C Budgets, Inv. #2886 ✓ Check #5425, City of Meridian, $30,030.00, MOA on Roadway design (Lake Hazel Property), Inv. #2884 ✓ Check #5426, Fire Code Consultants Northwest, $128.12, Inspection Fees, Inv. #MRFD_APRIL_2022 ✓ Check #5427, John O. Fitzgerald, II, PC, $836.24, General Legal services for April 2022, Inv. #2022-05 ✓ Check #5428, Kathleen Roma & Associates PLLC, $112.50, Accounting & Payroll Services, Inv. #67498 Motion was made and seconded to approve and pay checks numbered 5424 and 5428 as presented. Motion approved. • Current net cash position is currently $5,356,676.20. • US Bank Statements for March 2022 was not received this month. A phone call was made to follow up on statement. • LGIP Statement for April 2022 was presented for reconciliation and review Old Business: 1. Continued discussion regarding assets owned by the district, owned by the city, and then those jointly owned. John Fitzgerald reviewed the resolutions that he had that dated back to 2006 to identify ownership of assets. Upon review he found: Meridian Rural Fire Protection District 33 E. Broadway, Suite 210 - Meridian, Idaho 83642 Meeting Minutes – May 9, 2022 Page 2 of 3 a. Resolution 06-002 – Memorialized the Districts sole ownership of structures and improvements of Station #4 @ 2515 S. Eagle Rd. This is consistent with what the city prepared and presented on the list of assets. b. Resolution 06-004 – Design build contract for the Training Tower. Ownership percentage is consistent with what the city prepared and presented on the list of assets. c. Resolution 07-004 – Design build for Station #5 @ 6001 N. Linder Rd. – (See bullet e.) d. Resolution 07-005 – Contract for Station #5 @ 6001 N. Linder Rd. – (See bullet e.) e. Resolution 19-002 – The District accepted $800,000 from the City for the improvements noted in resolutions 07-004 & 07-005. This is reflected in the city prepared list of assets as 100% city ownership. f. John brought in the resolutions he had from 2006-2021 and encouraged the Commissioners to review the resolutions due to the good information in them. Resolutions were left for review and to be kept on file by the district. The city is seeking an agreement from the district relative to the schedule that they prepared. g. After this review, John indicates that the list of assets prepared by the city appear to be accurate. h. Chief Butterfield asked about a list that shows the items solely owned by the District. There is a list that was compiled for the audit and will be presented to the members at the next meeting. New Business: 1. Discussion had about replacement of Water Tender 32 which is owned 100% by the district. Current water tender is a 2001. Expenditures continue to arise to keep it operational. Chief Winkler went through the assessment process that the City uses on older vehicle, for this tender. It was determined that replacement should be considered. a. This vehicle responds to about 20 calls per years, and it is a main water source. It is predominately responding to the rural district, due to the fact the city is hydranted. b. A quick look at trade in value is about $40,000. Through contacts of other suppliers and vendors it is thought that the vehicle may actually end up getting closer to $100,000 if sold by consignment. c. Ideal replacement would be to replace with a 2022 Pierce Saber in order to stay in alignment with the fact that the rest of the fleet is Pierce . The price is coming in just under $700,000. i. Current tender hold 3,000 gallons of water. The proposed tender holds 2,500, which is still a considerable amount of water. It is beneficial to the long term wear and tear of the vehicle to carry less water. ii. Current tender is a 2seat vehicle, which ends up leaving a crew member behind at the station when the tender is called out. The proposed tender is a quad cab which will allow for the full crew to respond. iii. There is a cost savings of 7% to place the order before 6/11/22. iv. The difference in cost for the commercial vs. custom chassis is about $80,000-$100,000, currently. The lead time however on a commercial chassis is a lot longer, and the commercial chassis are starting to increase in price making the difference in pricing between the two closer. v. The new tender would be anticipated to serve the district for the next 2 decades. vi. The current tender is housed at station #2, and the plan would be to continue to house the new tender there as well due to the centralized location. Meridian Rural Fire Protection District 33 E. Broadway, Suite 210 - Meridian, Idaho 83642 Meeting Minutes – May 9, 2022 Page 3 of 3 vii. The status of the Brush trucks was brought up, and it was indicated that there would be another 2 years before considering replacement of BR34 (2011), and 4 years for the replacement of BR35 (2012) viii. Another consideration is the use of the previously approved $470,000 for the onboarding of station 7 and 8 firefighters that will not be utilized in the FY22 budget. ix. It was prudent to present this now due to the price increase that are continually taking place, but it can wait until FY23 if preferred. x. NFPA standard indicates that vehicles should be replaced before 25 years. The city tries to stay within that realm for their emergency vehicles. Most are replaced around 10 years. xi. As the rural district shrinks it is not forseen that the vehicle will see an increased demand in times used, but it is a huge resource and factor when it is needed in areas that don’t have water. d. In order to capitalize on the discounts a full payment up front would be needed. This is what the city has done in the past to get the discounts on other engines. A check would be cut for the rig, and a purchase order would be created. The payment would be held until delivery of the vehicle takes place. e. The tender was originally due to be put in the 2023 budget, but due to the time sensitive nature of the contract it was suggested to proceed with the purchase in this budget year. A budget hearing is not possible to meet the timeframe. A budget hearing still needs to take place after the fact. f. Given the risks and cost savings it was agreed that the purchase needs to move forward. Due to the time sensitive nature of the purchase. g. Motion was made to move forward with the purchase of Water Tender 32, not to exceed $750,000, per quote plus a buffer for the Pierce as proposed. Motion was seconded and approved. h. Motion was made for John Fitzgerald to put together a Budget Hearing for a budget amendment for the FY22 budget. Motion was seconded and approved. 2. Evaluation Rural Fire contribution rate for the record. a. City is proposing to keep the contribution rate at 8% for FY23. b. Pursuant to the joint powers agreement, there is calculation that takes place to determine this rate. 3. Fire Station 7 and 8 bids came back 9% and 19% over estimate. This is very low compared to comparable processes that have taken place on other station bids in the area, which have come back over 50% over estimate. Motion was made and seconded to adjourn the May 9, 2022, meeting of the Meridian Rural Fire Protection District. Motion approved. The meeting was adjourned at 4:51 p.m.