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HomeMy WebLinkAbout2008-10-30 Workshop Police & Fire Department Facility and Equipment needs City Commission Meeting MinutesMINUTES OF WORKSHOP DANIA BEACH CITY COMMISSION POLICE AND FIRE DEPARTMENT FACILITY AND EQUIPMENT NEEDS THURSDAY, OCTOBER 30,2008 - 6:00 P.M. 2. Roll Call City Manager: City Attomey: City Clerk: Albert Jones Anne Castro Bob Anton Patricia Flury Ivan Pato Thomas Ansbro Louise Stilson Absent: Commissioner John Bertino City Manager Pato noted he originally planned to discuss these issues with the Commission a year ago, but did not do it because of the search for the new Fire Chief and discussions with BSO regarding a possible merger. We now have a clear idea of the Commission's redevelopment vision so we think this is a good time to bring this matter for consideration. Donn Peterson, Chief, BSO District 2, emphasized the historic nature of their building and the investment they have already made in it. The size of the facility is not the problem; it is the condition of the building which makes it no longer safe or healthy lor anyone. Chief Peterson questioned why we did not make improvements while we were fixing other areas of City Hall' He noted that we just installed a new 2O-year roof which is a positive first step to get this workspace up to minimum standards. Chief Peterson advised that the estimated costs are $75 per square foot for approximately 4,400 square feet. Commissioner Flury asked for the cost for the repairs of the BSO offices. Patricia Vamey, Director of Finance, noted the cost would be $300,000, with funding derived from Contingency and General Fund Balance. l. Call to Order Mayor Jones called the Workshop to order at 6:00 p.m. Present: Mayor: Vice-Mayor: Commissioners: 3. BSO Facilities Issues Commissioner Flury noted this is not a major project, and we all know this is a run-down building. She questioned why we are discussing this issue now, as opposed to during the budget process. City Manager Pato responded we had a new Fire Chief coming on board, and he did not feel like discussing it. He noted that regarding the BSO offices, it would not have made a difference to bring it up because the Commission has never been interested in it. City Manager Pato stated that the Commission did not give him direction to place this matter in the budget. Vice-Mayor Castro was in favor of the repairs. Chief Peterson noted the Fire Prevention Services offices were not included in the cost of the repairs for the BSO facility. Vice-Mayor Castro would like to see a total breakdown of all costs for the repairs. She thought the price was too low for what we are proposing to do. Chief Peterson would like the renovation to be a project we will be proud of, not a band-aid approach. Commissioner Anton supported the renovation for the BSO building, including Fire Prevention. He was concemed with the cost, and suggested the Public Services Department obtain the quotes because this is their area of expertise. Commissioner Anton thought they could also determine what type of work could be done in-house. Chief Peterson noted we should address the ADA issue for the calwalk on the second floor Commissioner Anton was also disappointed that we did not discuss this issue during the budget process. City Manager Pato commented that he checked with experts and the cost for the repairs is accurate, minus the repairs to Fire Prevention. He noted that if the catwalk is completed, it may trigger some ADA issues that would need to be addressed, so we may not want to do that. City Manager Pato said that when we looked at the Master PIan for City Hatl/Library we originally included BSO, however we removed them from the campus at the direction ol the City Commission. City Manager Pato noted for the record, that we have discussed this issue on many occasions. Mayor Jones questioned where BSO would be housed during the renovation. He was concemed with the separation and not being able to provide services that our community is used to having. Chief Peterson responded that they would temporarily relocate the investigative components to a nearby district, at no cost. The Administration office will relocate to the 803 Sub-Station, also at no cost. He advised that there would be no occupants at City Hall and a notice would be placed outside the windows for notification to the public. Chief Peterson acknowledged that he could handle the separation of his staff on a temporary basis, but not for the long term. He confirmed Minutes of Workshop 2 Dania Beach City Commission Police and Fire Department Facility and Equipment Needs Thursday, October 30, 2008 - 6:00 p.m. that a CSA would be at the reception area in the Atrium at City Hall to direct citizens in need of police services to the appropriate location. Chief Peterson confirmed their current office hours are '7:00 a.m. to I 0:00 p.m. The consensus of the Commission was to have Director Orlando bring forward a proposal for the repairs. City Manager Pato noted he had an updated figure including the Fire Prevention offices which would bring the cost closer to $400,000, at approximately $75l$80 per square foot. Commissioner Anton noted this project needs to move forward as quickly as possible. Chief Peterson thanked the Commission for their support on this project, and their concem for the employees in his department. Patricia Vamey, Director of Finance, noted the backup information in the packet provided funding sources and details on how expenses would be allocated. She indicated that the City would need to borrow $3.15M over a five-year period, in order to fund the requests of the Fire Department. Commissioner Anton noted we need to provide our employees with a proper workplace. He questioned why we did not do the roof repairs when the other roofs were done. Commissioner Anton also asked why work orders were not submitted for repairs to the training tower. He questioned the safety of the medical supplies that are in the storage area which is infested with rodents and insects. Commissioner Anton supported the roof and the tower, and would like to see the apparatus prioritized. However, due to budget constraints, he suggested we try to get a year or two out ofthe equipment before we make new purchases. Minutes of Workshop 3 Dania Beach City Commission Police and Fire Deparlment Facility and Equipment Needs Thursday, October 30, 2008 - 6:00 p.m. 4. Fire Deparlment Equipment Needs Jack McCartt, Fire Chief, presented a PowerPoint overview, which is attached to and incorporated into these minutes. He noted that the City of Dania Beach Fire Department operates very efficiently with dedicated firefighters who work hard for our community. However, within the next two years, they will be l-acing significant operational issues that will affect maintenance costs, response capability during disasters, and eventually the City's Insurance Service Office (ISO) rating. Chief McCartt pointed out that we are currently a Class 4, but if we do not upgrade our equipment, our ISO rating would come down. He indicated it is very possible to bring our rating to a Class 2, with the proposed recommendations. Chief McCartt briefly explained the methods and formulas utilized by ISO to determine the rating. He noted most of our vehicles are over 10 years old, in need of repairs, and cost a lot to maintain. Chief McCartt also stated that the Training Tower can no longer be used until it is repaired. He concluded that we could reduce the costs to the taxpayers, by reducing our Fire Insurance classification with a very modest increase in the Fire Assessment fees. Chief McCartt pointed out that work orders for the roof were sent to Public Services, they came several times but finally Director Orlando advised that the roof needed to be replaced. He noted the medical storage facility is a priority, but he is concemed about relocating the supplies. He indicated the cost estimate to remove the pump is a minimum of $30,000, which is a waste of money lor a 20 year old vehicle. Chief McCartt noted that it takes l2- l 8 months to get a new fire vehicle into service. He said that ilthe Commission accepts his recommendation, he would like to order the fire engine as soon as possible. Director Vamey noted the replacement olthe fire vehicles is not included in this year's budget or in the 5-Year CIP Plan. Commissioner Flury understood that all these items were necessary. She was concerned with using our Contingency Fund and asked to have a report on how much we have left. Commissioner Flury asked the Finance Director if we would need to issue a bond for $3.1M. Director Vamey confirmed we would need to do this within a 4-year period, but she would issue the bond in increments, not all at once. Commissioner Flury noted that the City will need to put money into both Pension Funds next year and the money will come from Contingency. She was concemed that we would lose our bond rating. Director Vamey noted we would have to pay high interest rates, and we would also have to purchase bond insurance. Commissioner Flury thought we should prioritize our needs in order to allow time for improvement of the economic cycle. She was concemed with our declining revenue, and lower bond rating. Director Varney noted that not funding GASB 45 in futl will lower our rating. She advised that the lower our bond rating is, the harder it gets for us to borrow money. Fu(her discussion followed among the Commission, Finance Director Vamey and City Manager Pato regarding the proposed parking garage at the 109 Park property and whether or not it would be a loan. City Manager Pato noted that we are still negotiating with Broward County; however, assuming it would be a loan, it would need to be booked as a liability. Vice-Mayor Castro complimented Fire Chiel McCartt and his staff for a very comprehensive report. She confirmed that approximately $500,000-$600,000 is coming out annually from the General Fund; therefore the costs presented today for the assessments will be higher. Vice- Mayor Castro would also like to see a priority list for the items presented. She indicated that the cost for the storage facility was high, and could be reduced. Vice-Mayor Castro thought we should re-evaluate the costs as we come closer to the project. She remarked that we need to Minutes of Workshop 4 Dania Beach City Commission Police and Fire Department Facility and Equipment Needs Thursday, October 30, 2008 - 6:00 p.m. watch the City's financial picture, and keeping our bond rating in good shape is very important lor our filture borrowing needs. Commissioner Anton noted that the former Fire Chief indicated that we did not have the essential personnel for the department. He questioned if we would have the necessary stalT !o man the new equipment being discussed tonight. Commissioner Anton asked Chief McCartt to address this issue in his priority Iist. Chiel Mccartt noted that ISO requires six people on an apparatus. He advised we could apply for a federal grant to subsidize additional staff. Commissioner Anton was interested in the available funding for additional staff. He also suggested there may be grant opportunities from Homeland Security due to our proximity to the Airport and Port. Chiel McCartt noted that he would pursue grant opportunities, and he would not spend taxpayer dollars that were not necessary. Commissioner Flury suggested the Commission approve the first year funding as presented by the Finance Director in order to move forward. City Manager Pato clarified that the issues discussed tonight have been discussed for the past three years and were not suddenly sprung on this Commission. He commended both BSO Chief Peterson and Fire Chief McCartt for their presentations. City Manager Pato thanked the Commission for their support. Mayor Jones suggested we could find someone who wants to work, and could do some of the work at a lower cost. He suggested the Commission look at establishing a ftmd for future repairs in the different depar:tments. Mayor Jones suggested the old equipment has a residual value and should be included in the cost estimates. He noted the City has a Grant Advisory Board which could help the Fire Department search for grants. Chief McCartt noted in the three months that he has been with the City we have already applied for four different grants. Mayor Jones supported the roofand training tower repairs as well as the equipment needs. Minutes of Workshop 5 Dania Beach City Commission Police and Fire Department Facility and Equipment Needs Thursday, October 30,2008 6:00 p.m. Commissioner Anton supported the roof, training tower, storage facility, and moving forward with the fire engine, which needs to be ordered as soon as possible. He would like to spend money to refurbish the pumper so that it can be a backup unit. Commissioner Anton also supported the air conditioner for the apparatus and the cleaning of the fungus and general maintenance. 5. Adjoumment Mayor Jones adjoumed the Workshop at 7:53 p.m. ATTEST:CITY OF DANIA BEACH ALBERT C. JO MAYOR.COMMISSIONER A*,*; LOUISE STILSON, CMC CITY CLERK Approved: November 10, 2008 Minutes of Workshop 6 Dania Beach City Commission Police and Fire Department Facility and Equipment Needs Thursday, October 30, 2008 - 6:00 p.m. \--'';5*ffi1$a 10/30/08 Fire Department Facilities and Equipment Report Objectives . Provide the Commission with Background. Provide a current report on the status of the Fire Oepartment Facilities and Equipment . Oiscuss the future needs. Discuss funding requirements and options Background lnitial assessment upon aniving Memo to City Manager Directed to prepare detailed assessment - Reviewed Budget, CIP - Detailed lnspeclion of FacilitievEquipment - Contacted lnsurance Service Offce 1 10/30/08 What has Changed? Development within the City . Taller buildings rso . Change in frequency ofevaluations Equipment . Technology lnformation on the lnsurance Service Office (lSO) Rating system . Rating system . Currently a PC 4 . Last rating in 2003 . ISO moving to a 3-5 year rating . Determines fire insurance rates 2 Return on lnvestment (ROl) lnvestments already made - Water System - Relocation of Fire Station 93 - Dispatch Services allowing AutomaticAid - Business lnspections - Hydrant Testing - Personnel Training lmprovements 10/30/08 Comparison of Fire lnsurance Rates sou@ LouBEn. l.iurne comp.nr.3 g, Example of ISO Rating Effect on Fire lnsurance Rates Cost to resident or commercial property = Taxes + lnsurance EnCl6xair(m) Id.d (t4.tr) 4n at8 Jt6 J7! &frr(Jl.n ?s t6 &l s37 lndC.rrrrt(sr) llTl 1,ta0im 40a9 Ir-dC.rril {$,.I) 6165 6619 1N? $n Pierce Pumper 216 3 3 1 5 10/30/08 . ln seNice since 1987. 60.407 miles. $1339.59 in repairs since 7/30/08. Failed pump test in August 2008. No longer in service Pierce 50'Squi( 224 ln service since '1994 53,760 miles 3,457 aerial hours $12,883.42 in repairs since 3l2Ol2OO7 50'Squirt ladder The ladder only reaches the height of the 4h floor of the 12 story Sheraton Hotel. 4 ^ ".r,--pi.gt. l. le ? fl I hr': 10/30/08 The ladder only reaches the 4h floor ol the I story Hilton Hotel. Freightliner Rescue 226 Freightliner Rescue 227 ln service since 1996 121,000 miles $3,831.63 in repairs sinc,' O4lO2lO7 .;,+F.t 5 iIEI E*, ) *! . ln service since 1995. '116.884 miles. 55,695.91 in repairs since 5/16/07 a- I I i 10/30/08 Pierce Quantam 231 ln service since '1997 189,417 miles $2'1,596 in repairs since 05/07/07 Primary engine for 1 zone Freightliner Rescue 232 ln service since 1999 131,000 miles $4,145.60 in repairs since O3l22lO7 232 is a first line rescue truck for 93 zone. Sterling Rescue 238 ln service since 2002 93,530 miles $'15,086.48 in repairs since 03/30/07 238 is a back up rescue unit that is frequently in service due to the primary unit in need of repair. I \r-\ f 6 aa/r .i')c rt l--il LI - tlr Pierce Arrow XT 241 . ln service since 2005. 36.041Miles Freightliner Rescue 242 . ln seNice since 2007 ' 28,000 miles. Rescue 242 is an excellent unit provjding sufficient storage and updated technology.. ln need of infection control system Jeep Cherokee 230 ln service since 1 997 59,431 miles Pot/ver steering needs to be replaced and serviced Hand laght is not on bracket because it drains the battery 7 10/30/08 x .,! 4 {;*f'A 10/30/08 Ford Ranger 235 . ln seNice since 2000. 89,230 Miles Chevy Suburban . 66.611 miles Training Tower Railings need to be replaced Doors need to be updated Standpipe system needs to be serviced and painted 8 0 :4rrr- IGt] 10/30/08 Oxygen Cascade The cufient system uses a cascade to progressively fr ll smaller Orygefl Cylindels This is a time consuming process and results in about a 20% residual left in the cascade This results rn essentially a 20% increased cost . Background. ISO ratings and cost . Funding Options . Presented a study of the Fire Department equipment and facility needs I I ! Summary Propertl Apprarser's Netr,r'ork oPERTY S€ARCH i sENioR ciTizENs I HoMESIEAD & OTHER EXEMPTIONS ]cME BUYER.S TAx ESTIIII,AIoR 2008 Final Fire Adopted Rates Click on the files below to view the data or right mouse click and save them to your local drive: Coconut Creek Fire Rates.pdf /JJ. +1 Cooper City Fire Rates.pdf ' ,J',7 + Coral Sprrngs Fire Rates.pdf /o 4.Jf Dania Beach Fire Rates.pdf ?"/' oo Davie Fire Rates.pdf /6 4-00 Deerfield Beach Fire Rates.pdf ?7.-0O Fort Lauderdale Fire Rates pdt til, Od Hallandale Beach Fire Rales.pdf ?/-oo Hollywood Fire Rates.pdf ,/0 ?.0O Lauderdale By The Sea Fire Rates.pdf /3o 'oo Lauderdale Lakes Fire Rates.pdf /523? Lauderhill Fire Rates.pdf Jso'0o Lighthouse Point Fire Rates.pdf tA'03 . Miramar Fire Rates pdf t4 Y.fl North Lauderdale Fire Rates.pdf -?/J. Od Oakland Park Fire Rates.pdf /4 ?.&) Parkland Fire Rates pdf /5/. qq Pembroke Pines Fire Rates.pdf Jc'?.d5 Pompano Beach Fire Rates.pdf 75,e1. . Southwest Ranches Fire Raies.od'f J 2l ' tz) Sunrise Frre Rates.pdf 7t/' cO Tamarac Fire Rates.pdf t ?3. ao UnincorporatedFireRates.pdf t?O,Oa West Park Fire Rates.pdf Jso.44 Weston Fire Rates.pdf S5/' 4L Wilton Manors Fire Rates.pdf ?L .la Page I of I s'j, ryV