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04-30-1984 - Special/Workshop ,~ u o CITY COUNCIL OF EDGEWATER SPECIAL MEETING & WORKSHOP APRIL 30, 1984 MINUTES Mayor Ledbetter called the Special Meeting and Workshop to order at 7:00PM in the Community Center. ROLL CALL Mayor David Ledbetter Councilman Melbourne Wargo Councilwoman Gigi Bennington Councilman Neil Asting Present Present Present Present Councilman Jack Spencer City Attorney Jose'Alvarez City Clerk Connie Kinsey Police Chief Ed Overman Present Excused Present Excused Also present were Clyde Mann of the Volusia County Council, Al Sessoms, Assistant County Manager, Bart Beedle, Turnbull Fire Chief, George Kennedy, Edgewater's Fire Chief, and Frances Olds, President of EVER. Mayor Ledbetter stated the purpose of the Meeting and Workshop was to discuss the fire agreement with Vol usia County and other related Fire Department matters. Councilman Asting moved to go into a Workshop. Councilman Spencer seconded the motion. Motion CARRIED 5-0. Mayor Ledbetter opened the Workshop session. Councilman Asting said at the last joint meeting it was discussed that the City would receive more funds to support Fire and Rescue if they were merged, and the Council has instructed the City Attorney to prepare an ordinance to merge the two groups. Mr. Kennedy said they'd like to talk about a contract basis similar to New Smyrna Beach's but they're open to suggestions. Mr. Sessoms said he considers Edgewater's agreement to be similar to New Smyrna Beach and this was a five-year plan where the millage rates was set high to take into consideration they needed a fire station and some equipment. He noted that the County funded the station and the pieces of equipment. He reviewed the millage rates for the last five years and said most of the proposed rates were close to the targets. He noted the new quadrant system will include a budget for the City in this upcoming year, and the one mill rate should meet the operational needs. Mr. Mann stated that he hadn't quoted additional money for the City but they quoted about $32,000. which would be the figure with one mill. Mr. Sessoms noted that it would be about $34,000., and it was pointed out that only about 95% is collectible so it would be approximately the $32,000. Mr. Kennedy asked if the boundary would be Ariel Road and Mr. Sessoms said it would be the current district they're operating in. Mr. Sessoms pointed out that the City had money advanced up front and New Smyrna Beach just got operating expenses. \ Mr. Kennedy asked how equipment is handled if it's bought with County funds and then the City opted not to stay with the County. Mr. Sessoms said \~hen they purchase capital equipment they try to have an agreement that shows the disposition of the equipment if there is a split up, and if a City annexes areas that were unincorporated, they make a pro rata trade off on the vehicles and equipment. He noted that usually the equipment is titled in the County's name and the building's are in the City's name. Councilman Spencer asked if the loan from the County has been paid off by the City and Mr. Kennedy said it was paid off this year. Councilman Spencer asked for a clarification of the quadrant system and its impact on Edgewater. Mr. Sessoms said the County put together a quadrant plan that puts every part of the County into a fire district, and there are four quadrants. He added that the quadrant will have a commander who would be the Chief and in charge of operations, budgeting, personnel and equipment, but each quadrant will still have Fire Chiefs or Captains to run the fire houses. He said the Chiefs will meet annually with the quadrant director to determine needs of the area and to shift resources to meet the demands. He added that the County would like to continue their relationship with the City, perhaps on a modified basis, but if not, they'll make other arrangements to take care of the unincorporated areas and let the cities take care of themselves. \ \ ~ o o Councilman Spencer noted that as far as Edgewater is concerned, the quadrant has nothing to do with the City limits but it would be outside the City limits. Mr. Sessoms said the millage rate would be higher in the City probably. He said if Edgewater is willing to continue the relationship, the County would contract to do those services they have now at the one mill levy. Councilman Spencer asked if the City's residents would pay that one mill and Mr. Mann said no. Councilwoman Bennington asked if the quadrant commander would have the final say as to where the equipment would be. Mr. Sessoms said they did not anticipate moving any equipment to another area. Mr. Mann pointed out that the taxpayers paid for that equipment and it belongs to them. There was a discussion on moving of equipment to other areas. Mr. Sessoms noted that the Chief will make known to the budget officer any capital expenditure needs so he can get the necessary equipment. Councilman Asting asked about insurance for the personnel who operate outside the City limits. Mr. Mann said it's the City's responsibility and it's a part of the contract. Mr. Sessoms said it's a part of the lump sum paid to the City. Councilwoman Bennington asked the benefit to Edgewater to go with the quadrant system and Mr. Sessoms said it's a coordination of fire services and back up responses for the whole area, plus they wouldn't have the duplication of services. He added that another benefit to Edgewater is to be able to keep two pieces of equipment they'd other- wise have to buy. Councilwoman Bennington asked if they'd have to turn over the two pieces of equipment if they don't go with the quadrant system. and Mr. Sessoms said that was right. Mr. Mann said it was agreed to by Edgewater, the Fire Department, and the County and Mayor Ledbetter pointed out that it was between the City and the County when they signed the contract and Mr. Mann agreed that was correct. Councilman Spencer asked the limits to the present service area. Mr. Kennedy said it's north of Ariel Road, out to 95, up to Edgewater City limits, and back of the Shores area and down Park Avenue. Councilwoman Bennington asked if this would be expanded with the quadrant system. Mr. Sessoms said with the quadrant system, the closest one to the fire will be toned out, and the boundaries won't expand over what it is now. Mayor Ledbetter referred to calls in Brevard County and Mr. Kennedy said calls are Mutual Aid responses. Mr. Sessoms said at times they need someone to cover their area when they're away on a call. Mayor Ledbetter said they called the meeting because of the number of dollars that are going to be cut out of the fund, and the Fire Department members felt they were getting the short end of the stick. Mr. Kennedy pointed out that Rescue will be in the Fire Department also. Mrs. Olds noted that they only go out of the City if requested by EVAC. Councilman Asting asked if EVAC is owned or controlled by the County and Mr. Sessoms said no, it's a non-profit organization and is run by its own board. Mr. Sessoms added that it's an appointed board of directors and a paid staff and executive director with the only requirement that major expenditures over $10,000. be approved by the County Council. Mr. Mann noted that Robert Christy is on that board. Councilman Asting asked Mrs. Olds where EVER gets their calls from and she said from EVAC and it's through the agreement with the City Council. Mayor Ledbetter noted that some of the calls have been volunteered by the Police Department and Mrs. Olds said this hasn't occurred since she's been presiding. Mr. Sessoms said there was no plan to reduce any money from this Fire District except what was planned for five years. He said they expect the quadrant system to work well and would like to reach a compromise situation with the City, but if the City feels it's in their best interest to do otherwise, they'll accept that. Councilwoman Bennington asked if the quadrant system only affects volunteer fire companies and Mr. Sessoms said it's only those with agreements with the County. He added that most cities with Fire Departments, by virtue of the 911 system will be a part of the quadrant system because they'll be toned into that system. Mr. Robert Main, of the Fire Department, asked if they can purchase equipment with City and County money. Mr. Sessoms said yes, but they need an agreement in case of termi- nation to determine how it will be split up. -2- Council Special Meeting & Workshop Minutes April 30, 1984 - o o Mr. Kennedy said the firemen feel they fought the County area fires for six years and didn't get reimbursed for it but did get a fire station and two pieces of equip- ment. Mr. Sessoms said they don't give anything away but they want to pay for a service. Mr. Kennedy asked if the City can use the $34,000. from the County over the year's period as they see fit. Councilman Wargo said he didn't see any restrictions in the contract. Mr. Sessoms said it has to be used for operations and they'd have to weigh it if a change is requested. Mr. Mann said the County has the possibility of taking over from Edgewater. Mr. Sessoms said they would have to reassess the current plan. Mr. Mann said they plan to go to one mill with this project and he wants to keep Edgewater in it, but they can go without them if necessary. Mr. Sessoms pointed out that the Fire service has come a long way in the last few years in trained men and better equipment, and they have most of the capabilities to cover most of the County. Councilman Asting asked Mr. Kennedy if they can function without the County and provide adequate service to the City. Councilman Spencer said the Council has to be concerned that there is adequate protection for the City and they have to rely on how Fire and Rescue feels about continuing the association with the County. Councilman Spencer added that the City could have the Mutual Aid agreement even though they aren't participating. Councilman Asting said there should be remuneration for Rescue. Mrs. Olds pointed out that their vehicle wouldn't withstand it when and if they start responding to these areas, and added that they'd like to keep the vehicle as they're operating now and for it to be a closed vehicle. She said she was told that their vehicle will be parked if they become a part of the quadrant system and with two people on duty for l2-hour shifts, they need the vehicle for quick response. Mr. Mann said it wouldn't be a part of the quadrant system. Councilman Wargo said he didn't see any reason to change this and Mr. Mann said it's to the value of each of them to carry it on. Councilman Wargo read from Section 7 of the contract regarding the City's responsibilities and said he didn't like the part about holding the County harmless and he'd like better liability arrangements. Mr. Sessoms said the County is self-insured. Councilman Wargo asked if the City's liability covers outside the City and City Clerk Kinsey said it does. Councilman Wargo said he feels they should negotiate on the liability. Mr. Sessoms pointed out that the City can increase its liability at any time. Councilman Wargo said then the City would have to pay that additional cost also. Mr. Sessoms said the 180 days notice of termination is unilateral withdrawal but if they can't agree on a budget, it's automatically null and void. Mr. Kennedy said they'll be responding to considerable Rescue calls and that vehicle won't take the wear and tear. Mr. Sessoms stated that it's an operating procedure for the quadrant commander and the Fire Chiefs. Mayor Ledbetter said he felt it's an in-house job for the City to handle. Mr. Robert Main, of the Fire Department, said there is City money set aside for vehicles for Fire and Rescue and if that money were combined with County money, they could buy a new Rescue vehicle and a fast attack truck. Mr. Mann stated that the County has bought all the equipment they're going to buy for this five-year period. Councilwoman Bennington asked how Rescue will be answering more calls if it's in the quadrant system and Mrs. Olds said they'll start calling. Mr. Main said that EVAC will not have to request it any more. Mr. Sessoms added that if Fire and Rescue are combined! then the tone will come to the Fire Station. Mr. Sessoms suggested the boundaries are too large. Mr. Kennedy said he'd talked to the Oak Hill Chief about this. Mr. Sessoms said it should be done legally. Mr. Mann noted that he was approached about two years ago to give Oak Hill additional property but he didn't approve it then, but it's okay now. Mr. Sessoms pointed out that if they reduce manpower, they'll reduce millage also. Mr. Mann agreed it would reduce the budget. Councilman Spencer asked how it's determined to use the $32,000. Mr. Mann said it's by the contract and last year they asked for $8,000. and he got it for operating and expenses. Mr. Sessoms said the Chief would propose his budget to the quadrant coordinator and they would meet and give it to the County Finance Department to review. He added that they'll ask for justifications for any large increases. -3- Council Special Meeting & Workshop Minutes April 30, 1984 .. o o Councilman Spencer pointed out that they would need an additional amount for EVER and Mr. Sessoms said only $32,000. is available, but the loan payback for equipment purchases won't be there. Councilman Spencer asked if the $20,000. could apply to capital expenditures and Mr. Sessoms said yes and the agreement tells how it will be owned. Mr. Dave Tyree, from the Fire Department, said they want equipment that belongs to the City. Mr. Sessoms noted they'd need City's cash to have City vehicles, and.the City would buy it and the County would operate it. Councilman Asting asked if the County is working on the agreement and Mr. Sessoms said it will be June or July before they work on it. Councilman Asting asked if the agreement is presented to Council in a draft form, and Mr. Mann said they'll submit a budget to the City. Councilman Asting asked if there would be provisions for Rescue and Mayor Ledbetter noted that it's just the $32,000. Mr. Sessoms said they'll bump up the gas and maintenance if an additional vehicle is being used. Mayor Ledbetter pointed out that the County didn't ask Fire and Rescue to combine and it is the City's business. Mr. Mann noted that he used last year's millage on the figures presented as he couldn't get this year's figure certified yet. Mr. Sessoms suggested that George Kennedy talk with Bart Beedle if he has any problems or questions. Mrs. Olds said she had no questions at this time. Mr. Main asked about the requirements of 70 hours in their operations manual and Mrs. Olds said they were told they wouldn't have to do that. Mayor Ledbetter stated that was a provision of the merge and that Rescue wouldn't be asked to fight fires. Mrs. Olds noted that their operating procedures had been accepted by Council. Mr. Sessoms read the activity report for Edgewater: 1981 had 3 rescue and 20 fire calls; 1982 had 3 rescue and 21 fire calls; 1983 had 6 rescue and 21 fire calls; and 1984 has had 6 rescue and 21 fire calls. Mrs. Olds pointed out that they've had an increase of 27% since 1981. Councilman Asting moved to go back into the Special Meeting. Councilwoman Bennington seconded the motion. Motion CARRIED 5-0. Mayor Ledbetter called the Special Meeting back in session. Councilman Spencer said he didn't think Council needs to take any positive action as views have been expressed and Rescue and Fire need to determine if they want to continue or if they wish to withdraw since it's their time and effort. Councilwoman Bennington said the biggest problem is Rescue because they're merging with Fire and don't know where their operating expenses will come from. Councilman Spencer thanked the participants for coming to the meeting. Councilman Wargo moved to adjourn the meeting. Councilwoman Bennington seconded the motion. Meeting was adjourned at 8:05 PM. Minutes submitted by: Lura Sue Koser cr ~ t {JQeJi l. I ~^--t,'. . \Jt=t. ~ l/?~ MAYOR ~ AZ_ - , :CITY CLERK '!i~~L CAP~rOted th~~day of I ^ I J 1\\) \ r~ ~~ve~ MAYOR . " :...-c::i" COUNC OMAN - ZONE TWO '/~\~ COUNCIU1AN(:(ZONE ~E ~1rJ,ULeM~ COUNCCFMAN ~ ZO~E FOUR , 1 984 . '~L U r fr~ g~ '/ CbA----' fj -4- Council Special Meeting & Workshop Minutes Apri 1 30, 1984