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Home My WebLink About2018-0724 July 24, 2018 Joint Meeting MinutesJuly 24, 2018 Special Session Joint Meeting Minutes SPECIAL SESSION JOINT MEETING MINUTES TROPHY CLUB MUNICIPAL UTILITY DISTRICT NO. 1 BOARD OF DIRECTORS AND TOWN OF TROPHY CLUB TOWN COUNCIL July 24, 2018, 2018 at 6:30 P.M. 100 Municipal Drive, Trophy Club, Texas 76262 Trophy Club Municipal Utility District No. 1 Board of Directors, of Denton and Tarrant Counties, met in a Special Session, Joint Meeting with the Town of Trophy Club Town Council on July 24, 2018 at 6:30 P.M., in the Boardroom of the Administration Building, 100 Municipal Drive, Trophy Club, Texas 76262. The meeting was held within the boundaries of the District and was open to the public. STATE OF TEXAS § COUNTIES OF DENTON AND TARRANT § BOARD MEMBERS PRESENT: Gregory Wilson President William C. Rose Vice President Steve Flynn Secretary/Treasurer Kelly Castonguay Director Mark Chapman Director DISTRICT STAFF PRESENT: John Carman General Manager Laurie Slaght District Secretary Steven Krolczyk Finance Manager TOWN COUNCIL PRESENT: C. Nick Sanders Mayor Philip Shoffner Mayor Pro Tem, Place 6 Alicia L. Fleury Council Member, Place 1 Eric Jensen Council Member, Place 2 Rhylan Rowe Council Member, Place 3 Tim Kurtz Council Member, Place 4 Greg Lamont Council Member, Place 5 TOWN STAFF PRESENT: Tom Class Town Manager David Dodd Town Attorney Holly Fimbres Town Secretary Wade Carrroll Fire Chief Johnathon Phillips Administrative Services Manager John Zagurski Budget Manager CALL TO ORDER AND ANNOUNCE A QUORUM President Wilson announced the date of Tuesday, July 24, 2018, stated a quorum was present and called the meeting to order at 6:31 p.m. President Wilson then turned the meeting over to Mayor Nick Sanders. 1 of 2 July 24, 2018 Special Session Joint Meeting Minutes REGULAR SESSION 1. Consider and take appropriate action regarding the Fire Protection Services Fiscal Year 2019 budget. Fire Chief Wade Carroll presented the Fire Services annual budget for Fiscal Year 2019 and answered questions related thereto. Chief Carroll's presentation will be attached to the approved minutes. The Town of Trophy Club Town Council approved the Fire Protection Services Budget for Fiscal Year 2019. Motion made by Director Chapman seconded by Director Flynn to approve the fire protection service Fiscal year 2019 budget. Motion carried unanimously ADJOURN Motion made by Director Rose and seconded by Director Flynn to adjourn. Motion carried unanimously President Wilson adjourned the Joint Meeting with the Town of Trophy Club Town Council at 7:35 p.m. If Gregory_, lilson, Presiden Steve Flynn, Secretary/Tre surer Laurie LSlaght, District Secretary 2 of 2 0111111i1//// <C,* e .fir RRAN �Q' •° 0°•� °Z Z• • W y• Z.- -:::•••G�°� ; 0 Z i,ij•• TEXAS••°p �� FIRE DEPARTMENT OVERVIEW FY 19 BUDGET PROPOSAL Goals 84 Objectives • FY17-18 Goal Status: • FIRE DEPARTMENT: • THE FIRE DEPARTMENT HAD 12 GOALS DIVIDED INTO 6 CRITICAL SERVICE AREAS FOR FY17-18 • 6 OF THESE GOALS WERE COMPLETED BEFORE THE END OF THE 3RD QUARTER • ONE GOAL WILL NOT BE COMPLETED AS SCHEDULED AND WILL REQUIRE CONTINUED WORK IN FY19 • ALL OTHER GOALS ARE ON TRACK TO BE COMPLETED BY THE CLOSE OF THE FISCAL YEAR GoaIS 84 Objectives • FY17-18 GOAL STATUS: • GOALS COMPLETED: • INCREASE NUMBER OF CRITICAL TASKS THAT CAN BE ACCOMPLISHED ON FIRE AND EMS SCENES DURING PEAK TIME HOURS • CREATE RESPONSE STANDARDS FOR ALL CALL TYPES • DECREASE DOOR TO NEEDLE/BALLOON FOR MI AND STROKE PATIENTS • INCREASE EFFICIENCY OF CPR SCENES AND ROSC ON CPR CALLS • INCREASE THE LEVEL OF KNOWLEDGE AND ABILITIES OF FIRE INSPECTORS • IMPROVE THE MARKETING OF PUBLIC EDUCATION EVENTS GoaIS & Objectives • FY17-18 GOAL STATUS: • GOALS TO BE COMPLETED: • DETERMINE RESPONSE TIMES AT 90% AND DETERMINE APPROPRIATE BENCH MARK (FIRE AND EMS) • EMS PRE -PLANS FOR ALL HIGH VOLUME SPECIAL EVENTS AND HIGH HAZARD LOCATIONS • INCREASE THE STAFFS ABILITY TO TEACH PUB ED TO ALL AGE GROUPS • INCREASE THE NUMBER OF PARTICIPANTS IN PUBLIC EDUCATION • INCREASE HANDS ON TRAINING FOR SHIFT PERSONNEL BY 10% Goals & Objectives • FY18-19 GOAL PLANNING: • FIRE DEPARTMENT • FINISH DEVELOPMENT OF EMS AND FIRE PREPLANS OF ALL HIGH HAZARD LOCATIONS • CONTINUE TO IMPROVE THE TOWN OF TROPHY CLUB'S PREPARATIONS FOR LARGE EMERGENCIES AND WEATHER EVENTS • IMPLEMENTATION OF COMPANY AND INDIVIDUAL QUARTERLY EVOLUTIONS • REVISE A FIELD TRAINING MANUAL FOR EMS AND FIRE EMPLOYEE ONBOARDING • WEBSITE UPDATE • SOP/POLICY REVISION • IMPLEMENT REPLACEMENT PLAN FOR ALL EQUIPMENT Outstanding Debt • FIRE STATION • COMPLETED IN 2012: PAY OFF 2031 • REMAINING DEBT • BOND: 1.97 MILLION REMAINING • PAYMENTS OF APPROX. $150,000/YEAR • REPAYMENT TO MUD 1 RESERVES: $885,000 REMAINING • PAYMENT OF $68,096/YEAR TO MUD RESERVES • T681 • PURCHASED IN 2015: PAID OFF IN 2022 • REMAINING DEBT: $508,596 • PAYMENTS OF $127,149/YEAR FY19 Revenues • FIRE DEPARTMENT • COMPLETE REVIEW AND RESTRUCTURE OF FEE SCHEDULE (FM OFFICE) • NO FIRE DEPARTMENT FEES WERE ACCESSED OR COLLECTED • NEW FEW SCHEDULE • ESTIMATED FIRE DEPARTMENT FEES TO BE GENERATED OFF CONSTRUCTION OF PD 30 • $ 195,000 FY 2019 Budget Overview $1,373,174 FY19 expenses: personnel Total requested budget: $993,982 • MAJOR CHANGES IN SUBMITTED BUDGET • PART TIME FM: OVERSEE THE PD 25 AND PD 30; ALL NEW CONSTRUCTION AND PLAN REVIEW • 20 HOURS PER WEEK MAY NEED TO INCREASE TO 30 • FULL YEARS SALARY FOR FIRE CHIEF (6 MONTHS) • SHARED EXPENSE OF ADMIN ASSISTANT • CHANGE IN HOLIDAY PAY FROM OT TO STRAIGHT TIME PAID IN PAY CYCLE FY19 expenses: personnel • MAJOR CHANGES IN SUBMITTED BUDGET • OT • FIRST YEAR TRACKING FLSA $84,000 MANDATORY PAY • ACCRUED LEAVE $16,763 • TRAINING $8,940 • JULY 4TH $2,861 • TOTAL: $112,563 • LEAVING $34,831 FOR SICK TIME, FMLA, INJURED FIREFIGHTERS, MANDATORY MEETINGS AND COMMITTEES, ADDITIONAL LIVE FIRE AND OTHER COMPANY TRAINING SHIFT STAFFING: FY19 expenses: personnel • MAJOR CHANGES IN SUBMITTED BUDGET • MEDICAL INSURANCE INCREASE 15% • PRE-EMPLOYMENT PHYSICALS AND ANNUAL TESTING INCREASE DUE TO CANCER SCREENING • INCREASE OF $4600 IN TUITION REIMBURSEMENT FY19 expenses: services & supplies Total requested budget: $379,192 • INCREASE OF $136,322 • $92,500 OF THAT ARE SUPPLEMENTAL REQUESTS • EXHAUST RECLAMATION SYSTEM FOR APPARATUS BAY • 1/2 SET EXTRICATION TOOLS WITH SECOND 1/2 PURCHASED IN FY2020 • OTHER MAJOR CHANGES • TRUING UP SOFTWARE AND SUPPORT • INCREASED TRAINING AND ASSOCIATED TRAVEL EXPENSES • VEHICLE AND EQUIPMENT MAINTENANCE • EQUIPMENT COMING OUT OF WARRANTEE • DISPATCHING FEE INCREASE DUE TO INCREASE IN CALL VOLUME Being prepared: Future Expenses • 6T" MAN PER SHIFT GRANT 2019-2021???? • ASSISTANT OR DEPUTY CHIEF 2020-2021?? • REPLACE E681 WITH QUINT 2022 $1.3 - 1.4 MILLION • TECH REPLACEMENT SCHEDULE $10,000 IN 2020 AND $19000 IN 2025 • SCBA REPLACEMENT IN 2025 $120,000 • EXTRICATION EQUIPMENT IN 2025 $35,000 • RADIO REPLACE TO BEGIN IN 2025 IN 4 CONSECUTIVE YEARS $20,000 Being prepared: Future Plans • SHARED EMERGENCY MANAGER WITH ROANOKE, WESTLAKE, TROPHY CLU B • POSSIBLE SHARED STATION WITH ROANOKE • BEST PRACTICES ACCREDITATION • REDUCTION IN ISO RATING FIRE DEPARTMENT Fire Department Overview FY 19 Budget Proposal Questions??? January 27, 2018