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Excelsior Fire District Board 339 3rd Street, Excelsior, MN

EFD Governing Board Meeting

 South Shore Community Center

Wednesday, October 21, 2003 5:00 P.M.

MINUTES

  1. CALL TO ORDER

Chair Love called the Board meeting to order at 5:34 P.M.

ROLL CALL

Present: Excelsior Fire District (EFD) Boardmembers: Chair Love; Boardmembers Bolles, Hill, Keller, and Skrede

Also: Excelsior Fire District Chief DuCharme and Firefighter Hoo

Also present: Deephaven Administrator Young; Excelsior Administrator McGrath, Shorewood Administrator Dawson; and Tonka Bay Administrator Irvine

Absent: None

  1. AGENDA APPROVAL

Keller moved, Bolles seconded, approving the EFD Board Meeting Agenda as presented. Motion passed 4/0.

  1. APPROVAL OF MINUTES

  1. September 16, 2003

      Bolles moved, Skrede seconded, Approving the September 16, 2003, EFD Governing Board Meeting Minutes as amended, add Firefighter Hoo to the Present List in the Roll Call, and on Page 4, Item 6, Paragraph 9, Hill stated Greenwood residents would be concerned about a dramatically increased response time during an interim period," and on Page 5, Item 6, change "Bolles suggested the EFD look into buying used equipment" to "Bolles suggested the EFD look into buying a used back-up pumper truck for the East Side Station in the future," and on Page 6, Item 7B, Paragraph 1, change "Bob Berban" to "John Boerboon," and on Paragraph 2 of the same Page and Item, add at the end of Sentence 1, "either had a voided warranty on the shingles or at least has a shortened warranty. TSP must get confirmation from the manufacturer on the warranty." Motion passed 5/0.

    1. October 8, 2003

Bolles moved, Keller seconded, Approving the October 8, 2003, EFD Governing Board Meeting Minutes as amended, on Page 2, Item 3, Paragraph 3,omit the word "policy," and throughout the entire second page, change the word "Chair Keller" to "Boardmember Keller." Motion passed 5/0.

4. REPORT AGENDA

Keller moved, Skrede seconded, Approving the Report Agenda as presented.

    1. Monthly District Review for September, 2003
    2. Operating Committee Meeting Minutes for October 15, 2003

      3. Motion passed 5/0.
  1. MATTERS FROM THE FLOOR

There were no matters from the floor presented this evening.

6. FIRE CHIEF REPORT

    1. General Report

      2. Chief DuCharme met with representatives of the City of Deephaven regarding storing a first attack pumper and utility vehicle at the Public Works Garage for non-fire Emergencies. Boardmember Keller questioned whether the pumper could be set up to handle medical/rescue equipment. Chief DuCharme explained it was more efficient to have a utility truck handle medical and rescue calls, as the pumper would be cumbersome in non-emergency use. Boardmember Keller suggested looking for a used utility vehicle that would meet the same needs. Boardmember Hill requested Chief DuCharme research possibilities and costs for consideration of a used utility vehicle and report back to the Board at a later date.

      Hill moved, Keller seconded, Requesting EFD Staff to Review Allocations of Equipment as part of an Annual Report that would include call location, trucks utilized, station of residence so that the Board can review these recommendations for reallocation or amendment.

      Chair Love stated he would also like to see a similar report of the cars utilized, including maintenance and overall cost of the fleet, as well as the purpose and rationale for use. Boardmember Skrede requested mileage and hours of service also be provided as part of the annual report.

      Motion passed 5/0.

    2. Recruits

      3. Chief DuCharme noted the firefighter recruits were in the last month of class with testing to occur November 22, 2003. He also noted recruitment efforts would take place in the eastern part of the District. Chief DuCharme reviewed the term and process of hiring for the Deputy Chief position. Boardmember Keller stated he would like to see the current Deputy Chief, Dana George, continue in this position for another term as he thought Deputy Chief George’s experience and expertise in helping the District transition through the process of change from one station to two stations was invaluable.

    3. Organization Report

Chief DuCharme reviewed the organization chart of the District for Boardmembers. He also explained the Firefighters had voted to have the Trustees represent them at Board level meetings. The three trustees had appointed David Hoo as main representative with the other trustees serving as alternates to the position. The Trustees would also be handling any grievance matters as part of their duties and responsibilities in the future. A written description of the Trustee position was being generated by the Fire Officers to include an outline of duties and responsibilities of each position in the organizational chart presented this evening.

7. Facilities

    1. East Side
      1. Bid Consideration

      Boardmember Skrede thanked Kraus Anderson Construction Manager John Boerboon for the documentation provided regarding the Bid consideration and General Conditions Budget. He stated the City of Deephaven had approved the Budget and Design for the East Side Station at its most recent City Council Meeting. He also reviewed the position of the City of Deephaven regarding the current allocations found in the General Conditions Budget for the project, and requested all allocations attributed to each station be clearly identified as such to avoid confusion in the future.

      Skrede moved, Hill seconded, Accepting the Bids and Budget of Kraus-Anderson totaling $1,373,595.26, with a General Conditions Budget of $97,647.00, for the East Side Station.

      Chair Love stated he could not support the motion at this time, as he needed to garner feedback from the Shorewood City Council for direction on the issues presented, as he was concerned the allocations implied in the motion might mean the loss of police personnel. Irrespective of that concern, he also stated he would like additional information regarding the allocation of monies toward each of the stations as part of the budget.

      Boardmember Hill reviewed the history of the budgeting process, and stated it was important to allow the construction process and budget to move forward to build the East Side Station.

      Boardmember Skrede noted any monies left over from the West Side Station would be returned to the cities involved in the project. He reviewed his past concern for the allocations of one station to remain in the budget for that specific station and any cost savings should not be allocated to another station so that costs of construction could be tracked separately in the future.

      Boardmember Keller stated it was possible to move the project forward by approving the Bid Divisions and holding discussions on the well and General Conditions budget at a later date in the future.

      Chair Love stated the construction of the Public Safety Facilities was to be viewed as one project, and he would not support the motion presented this evening.

      Boardmember Bolles stated while he agreed with many comments heard this evening; he did not think the costs should be transferred from one station to another. He stated he was in favor of moving the bid contracts forward in order to allow construction to begin on the East Side Station; however, he was in favor of allocating the General Conditions overrun to the West Side Station for budgetary purposes.

      Motion passed 4/1,with Love dissenting.
    1. West Side
      2.

      Boardmember Skrede stated he would like the Board to begin examining contingencies and allowances for certain aspects of the project that remain to be completed. Mr. Boerboon shared the process for handling outstanding issues. Boardmember Skrede noted the timeliness of the examination of the contingencies would be very important in this process. Chair Love noted any overage would not be allowed to be recovered from the cities, but rather from the EFD Operating budget.

    2. Consideration of Construction Invoices

Bolles moved, Skrede seconded, Accepting Invoices and Recommending Payment of Bills to Kraus-Anderson in the amount of $1,172,920.00; and to Municipal Emergency Services in the amount of $12,144.49; and to City of Deephaven in the amount of $3,428.52.

Boardmember Bolles stated it was important for representatives of TSP to be aware it was the time in the process to begin wrapping up the "loose ends" associated with the project, such as the warranty on the roofing and other outstanding items.

Upon suggestion from Boardmember Skrede and after discussion by the Board, Chair Love recommended, and without objection from the Board, appointed Boardmembers Bolles and Keller, as well as EDA Staff and Chief DuCharme, to meet with representatives of TSP One, Inc., to begin discussions regarding the issues of concern needing remedy prior to completion of the West Side project and ultimately in preparation for the East Side Facility completion. A report on these discussions would be brought back to the Board for further discussion.

Motion passed 5/0.

8. OTHER BUSINESS

Deephaven City Administrator Young stated the Deephaven City Attorney had prepared the amendments to the lease agreements for the East Side Station.

  1. NEXT EFD GOVERNING BOARD MEETING

The next EFD Governing Board Meeting is scheduled to take place on November 18, 2003, beginning at 5:30 P.M. at the South Shore Community Senior Center.

10. ADJOURNMENT

Hill moved, Skrede seconded, Adjourning the EFD Governing Board Meeting of October 8, 2003, at 7:57 P.M. Motion passed 5/0.

RESPECTFULLY SUBMITTED,

Sally Keefe,

Recording Secretary