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Ochopee FCD Advisory Board Minutes 04/10/2012 OCHOPEE FIRE CONTROL DISTRICT ADVISORY BOARD MEETING a `i`J1 < rJ HELD ON APRIL 10, 2012 BY: In attendance were the following: Alan McLaughlin, Fire Chief, Ochopee Fire Control District Ronald Gilbert Chairman, Port of the Islands James Simmons, Port of the Islands Advisory Board Member Charles Frank Hawkins, Port of the Islands Advisory Board Member Tony Davis, Port of the Islands Advisory Board Member P Macbeth Collins, Advisory Board Member Everglades City—Absent Fiala Hiller The meeting came to order at 4PM then roll call of attendees. Henning �7 Coyle ✓ Approval of minutes for February 13, 2012: Colette 'G The minutes of February 13, 2012 were approved and signed by the Ochopee Fire Control District Advisory Board Chairman Ronald Gilbert. Chief McLaughlin—Asked if there were any questions regarding the monthly report. Frank Hawkins—Asked if the Chief had any concerns regarding the report. Chief McLaughlin — He wanted to discuss a few things in the report. He mentioned that there were 488 hours of training for the month of March. He mentioned the administration pager containing the budgetary breakdown with nothing outstanding there we are half way through the year. We are using some of our operating monies to put the new water tender in service and repairing some minor items but other than that we are right on target. No significant purchases. The Water Tender was deliver 4-2-12 it will be paid in the 2013 fiscal budget and it was at Fleet Management being checked out now it is back at Station 60 being readied to place into service. Everyone is happy with it and he offered to have it driven out to Port of the Islands the next meeting so they could get a look at it. He is real happy with the manufacturer and the vender. We had two minor corrections that they took care of in Ocala which were an add on and they didn't charge us for it. The new cabinets for Station 60 were delivered this morning installation will begin on Friday then after that is done the counter tops will be done. The old cabinets were 25 years old it was time for them to be replaced. The security doors and windows will be installed in April, 2012. It has nothing to do with the Isles of Capri issues. We put bars in Ochopee after the break in we are also going to put in cameras to monitor the station 66. Page 1 Misc. Corres: Date: 9'I'1 1 I I� Item#:fLoZ2. �I Copies to: Chief McLaughlin—We are replacing the two wood bay doors and making them metal. We are replacing the glass door and making it a fire proof glass door. We are also putting punch code locks on all the building doors. All the ground floor windows will be changed to impact glass. Jim Simmons—you spent that money for hurricane protection. Chief McLaughlin—In 1998 FEMA came out with a directive for police stations,fire stations and EMS stations and that was how to secure them. In 2004 under the Bush administration they took that 1998 FEMA and upgraded it as part of the Homeland Security. The critical infrastructures became police stations, fire stations and EMS stations they wanted them secured. There are some qualifications as to securing these buildings one of them was locked entry ways,vestibules, and cameras. Not allowing the general public access to work areas but instead bring them into a reception area. Another thing was to protect the ground floor because another thing that was happening in the City when the employees left thieves would break into the building and rob them blind and then they had a couple of instances where some firefighters were shot. The glass on the ground floor windows was being broken to gain entry into the buildings. The idea behind securing the ground floor is so that people can't shatter the windows and enter the building when the employees have gone home for the day. When the guys go to a call that is 40 miles away anything can happen. It is an obligation to the District just to make sure personal items are safe. Ron Gilbert—He asked if there were any instances of this occurring in Everglades City. Chief McLaughlin—We have had a couple of items stolen we don't know how they got in but it wouldn't be that difficult. The doors now have key pads on the outside and doors in the bay should be metal not wood he is going to upgrade those. The windows in the administration office can be easily broken to gain entry to the building and there is an access window in the front room of the station that is vulnerable as well so the three windows will be replaced. He is doing the same thing at Isles of Capri. One of our personnel, Juan Flores has been dismissed as of April 2, 2012 he is no longer employed by Ochopee Fire Control District. It was the third incident of assault involving alcohol. It was progressive discipline he was given plenty of chances to correct that the last time we did not apply disciplinary action because the court ordered him to take some action so we felt that was enough. This last incident was witnessed by Police Officers and there was eye witness accounts so we didn't even do an investigation we just took administrative action. He did come back after he spoke to his lawyer and asked if he could resign so we allowed him to do so his resigned in good standing. We currently have a position advertised internally as of last Friday. Job positions that become available have to be open to internal applicants first and we have four at this time. So hopefully in two or three weeks we will have a new employee then we will be fully staffed again. Page 2 Chief McLaughlin - No policy changes or procedure changes. Dan Summers has made it mandatory that all of the mid management staff are to take the three Human Resources courses in the near future; Resolving Conflicts, Creating a Civil Work Place and Using Emotional Intelligence in the Work Place. Dan Summers is trying to get some of the personnel at Isles of Capri back on track. We are in the first level of the budget hearings and the budget was inputted into Gov Max. We have our first meeting with the County Manager on May 29, 2012. We will find out more at that point. Frank Hawkins—He asked how the budget is monitored on an ongoing basis. I see numbers but I don't see current year to date expenses or variance type of reporting. Chief McLaughlin—We usually don't provide all that for the board it is just basically an overview of the budget. He will bring a copy of what has been inputted in Gov Max. As you know this year we will be about $430,000 in the hole they have taken another look at the federal funding that we used to get for years there has been a lot questions and public interest in that money being re-applied to the District as is was for almost 20 years. So he is assuming that will offset a lot of our costs. The County is the most solvent entity out there far above the independent and other municipalities accept for the City of Naples which is not far behind. He is confident in any budget crisis the County will come up with a creative way of keeping us afloat. The County Commissioners have been very forward about maintaining emergency services at all costs. Frank Hawkins — I realize these are two different things I can also see a scenario through our efforts to try and get some money from the County to fund the permanent station here. He wants to make sure that nothing causes a problem where we are not able to attain the funding we need for the permanent station at Port of the Islands. Chief McLaughlin — County funds expended in a special district or an MSTU have to be repaid because you can't cross those spots. The Pilt fund was always put in a special fund labeled Pilt when it came into our budget but in 1990 Mike McNeese requested that the Pilt Fund be placed in the general fund and so from that day forward when the funds came into the Ochopee budget they were labeled general fund but it was Pilt money. This had to be explained to a City of Naples Councilman who objected to general fund money going into Ochopee's budget. So the County has to be really careful if we are to fund a Fire Station here in Ochopee Fire Control District the first complaint is going to come from a resident of one of the other areas so those monies have to be replaced. So your letter went to the Board saying we are looking at some type of referendum vote for an assessment fee and pay it back over 4 or 5 years but we could take out a general loan immediately so that we can get this project done and then pay it off. Right now unless there is some magic money out there we don't know about this is the only way it is going to get done. He spoke to Jean Kungle and explained to her that we are already a third of a million dollars in the hole in our operating budget and that is being funded out of the Pilt monies the well is only so deep those monies also fund other areas of the County. Page 3 Jim Simmons—whose a million dollars in the hole. Chief McLaughlin—No we are a third of a million in the hole. Jim Simmons—Ochopee Fire Control District? Chief McLaughlin—Yes sir. Jim Simmons—This is the first I've heard of it. Chief McLaughlin—We've lost 42%of our budget. Jim Simmons—I knew that. Tony Davis—Why can't we move the Firefighters here? Chief McLaughlin—Code won't allow us to do it. Tony Davis—You can't work around it. Chief McLaughlin—This building is not set up for that not until it has been re-established. It has been permitted and re-zoned for that but construction has to be done to bring it up to code. He feels as some point they are going to have to go before the Board of County Commissioners to get this done. You need to push for the referendum vote because the commissioners won't do anything until the taxpayers vote on it and we need to have it on the ballot by the next election. According to our ordinance they could declare an emergency situation and just declare a special assessment but he doesn't think they will do that until they have a 50% plus vote. Frank Hawkins— I thought that we were in the process of getting money out of general fund as a loan to start this project then we would pay it back. Chief McLaughlin — That isn't going to happen until you get before the board and they direct the County staff to do that. Ron Gilbert—There is a special tax district for Ochopee Fire District for Port of the Islands. Chief McLaughlin — You go before the board stating you have not heard back regarding the letter you sent them and state that you want the station built what are they going to do about it. They are going to have to say to their staff make this happen and then it gets on the ballot they find the money we get a loan and the process starts. This is going to float along unless you speak up. Page 4 Frank Hawkins—What does is the process to speak before the Board? Chief McLaughlin—Sign up to speak. Frank Hawkins—Get on the Commissioners Agenda. Chief McLaughlin—You will need a spokesman there anybody can speak on the issue. Ron Gilbert — Asked Chief McLaughlin to get them a date as to the next Board of County Commissioners Meeting. Chief McLaughlin—You just need to present the issue and then it is in their hands. Frank Hawkins—Should we let our Commissioner know prior to the meeting? Chief McLaughlin—You could and anybody else who supports this issue could send her an e-mail. Tony Davis—What if we get some petitions up? Chief McLaughlin—You could. Ron Gilbert — What do you think of me approaching the CID Board and getting a letter of support from them. Frank Hawkins— He doesn't feel they should show too much support from Port of the Islands because it could look like this is a Port of the Islands issue when it benefits the whole District and should look more like a District project we need equal representation from the whole District. Chief McLaughlin—He agreed with him we need to include Everglades City and everyone else. Frank Hawkins — We need to have equal representation and equal balance from groups throughout the District. Ron Gilbert—What percent is Port of the Islands of the District. Chief McLaughlin—Of the whole District Port of the Islands is 26%or 27%. Ron Gilbert—That is in residencies. Page 5 Chief McLaughlin — Yes, in residencies. Remember we have people scattered all over and we have some people in Lee Cypress, Copeland and we probably have as many people in Chokoloskee as we have in Everglades City. We have about 400 to 500 people in Everglades City and there is that or more in Chokoloskee. Frank Hawkins—Again as we discussed before we need to use that as talking points as to why it is beneficial to people outside the Port. Chief McLaughlin — Number one 42% of the operating budget comes from Port of the Islands there has never been enough operating budget to build a station. The existing stations were donated, however, everyone that is coming from the eastern portion of the District are driving towards Naples and we are running an ALS Engine out of Port of the Islands this is a benefit having this facility 4 or 5 miles away instead of 15 or 20 miles away in the event of an accident. The availability is here to do this if the people are willing to pay for it. It will benefit the whole District. Tony Davis — Bob Miller from Everglades City would be a good person to talk too because he has so much property and he is on a lot of committees and boards. He would understand the benefit. Chief McLaughlin—I think Mayor Sam Hamilton would also be for it he drives US 41 every day. Frank Hawkins — Maybe we should have two forums before we go before the County Commission maybe we should go before the Everglades City Council Meeting and present our case there. Chief McLaughlin— Their meeting is on Monday nights. Frank Hawkins—At least hit the two big governmental entities. Frank Hawkins—If we can't get District wide support there is still the option to just do it with in the Port it will cost more but it's an option. Chief McLaughlin — He is a firm believer that is should be a District wide action because everyone is benefiting. We don't have a fire department for Everglades City; we don't have a fire department for Chokoloskee. Ochopee Fire Control District in a whole is outside of District one is 840 square miles with the addition it is 1180 we are responsible for it and everybody drive through it. This is just an extension of it people coming and driving through our District. You always build in the most populated areas and this is our second most populated area they provide 42%of the budget they have the right to be protected by it. James Simmons—Have your people been tied up with the brush fire. Page 6 Chief McLaughlin — No, that is in state and federal land Golden Gate Fire District has been assisting them. It is in their District one area. There has been very limited involvement from the Districts side it has been pretty much a state and federal brush fire. They start from cigarettes thrown out the window. Frank Hawkins— Is there anything going on at the water plant. Chief McLaughlin—There have been inspections there. We just did the rough inspection for the alarm system. He has been through the building a couple of times. We did the pre-final on their sprinkler system and the fire walls. The plant looks really nice they did a good job. Just is walking through it looks like a state of the art facility the money has been well spent. The final is coming up at the end of this month so we are really close in getting the system on line. Ron Gilbert — He has a question regarding the ethics training. Are we supposed to go to a session at the Government center again? Chief McLaughlin — Only if you have never been to one then you have to go. If you have been to one they just want you to review the documentation that was sent out. Frank Hawkins—He got a DVD. Chief McLaughlin — Everyone got a DVD so you can just look at it then+ listen to the questions and answers. Every new advisory board member has to attend one session then after that you can look at the DVD just as a review. Frank Hawkins— How is that scheduled. Chief McLaughlin—When they have the live session meeting the notice goes out and we let the board members know when it will take place. They usually give us an advance notice. Frank Hawkins — He read through the documents and the links that were sent out. He could have used a lawyer to decipher the information. Chief McLaughlin—That's why it's good to go to the sessions. James Simmons—Is there anything new with 1-75? Page 7 Chief McLaughlin—We are moving ahead. The I-75 project manager, Dan Summers, Hank Jones from County Facilities Department who is heading this up, and myself have been speaking with several of the bidders almost daily regarding questions pertaining to the new station. There is definitely some serious forward movement with this. So it is well underway we expect completion of the bids sometime in May or June and construction will probably begin 9 to 10 months after that then a final the year after so we are looking at an actual opening date of hopefully summer of 2014. He said he would bring in the approved spread sheet showing how the funding will be drawn. We have asked for personnel costs up front to ease some of the burden on the District but the funding will be in draws not all personnel will be hired immediately and we will also be using our current apparatus until the new vehicle is purchased. The idea is to get all personnel on board and trained six months prior to the opening of the station. We have asked for the apparatus costs and they will be sequentially added in for some units a year some a year and a half because the one unit it will take six months to a year of engineering before the vehicle is constructed. One vehicle has already been done it is similar to the vehicle here. Some of these draws are going to be next January some after that. Some of draws for the vehicles are large one is $700,000, another at $300,000 and the other is about $80,000 plus the equipment for those vehicles also come out of the draws which could run from $150,000 to $200,000. Tony Davis—The CID has been going back and forth with the hotel on the north side of Port of the Islands what affect will that have on the fire district whichever way it turns out. He's not paying his taxes. Chief McLaughlin—We are not getting any revenue from him anyway he is not paying his taxes. Tony Davis—Do you have a foothold on that money. Chief McLaughlin—Yes. Tony Davis—The CID said if it goes their way they get the entire pass due money. Chief McLaughlin— No that money will come to us some way because someone has to pay that off and when that happens we do get a portion of that back into the District. Ron Gilbert—In a foreclosure the bank is obligated a year in a rears not the whole thing or 1% of the mortgage whichever is less. Frank Hawkins—A tax lien does not go away even if they are in a foreclosure. Chief McLaughlin—If we get it we just have to wait for it. Page 8 Frank Hawkins— In a foreclosure the bank has to extinguish the tax lien or the lien can become a tax deed then goes to sale. Ron Gilbert—Withdrew his previous statement regarding the tax lien. Tony Davis—How much would it be if all the back taxes were paid? Chief McLaughlin —You would just take the assessed value x 4 mils that would give you an idea as to what he would have to pay. If you pulled up all the years he didn't pay and times each year's assessment by 4 mils that would give you the amount he would have to pay if it was all collected. Frank Hawkins—It's lay out in your tax bill all the millage rates are listed. Tony Davis—Yes but you have to know how long he has not paid his taxes. Chief McLaughlin—He can have someone look into that. Frank Hawkins— It is only two years the tax lien was sold two years ago so whoever owns that can request the County to transfer it to a tax deed so it can be sold but the deed will not be issued until the owner satisfies the subsequent taxes owed. Chief McLaughlin—We just need to find out who owns it. Ron Gilbert—What does the CID think is going to happen that would be good. Tony Davis —The end results was if it goes their way meaning if he is pushed into foreclosure they have first dibs on any money and they get all of the tax assessments that have not been paid by him. Ron Gilbert—If it goes into foreclosure where is the money going to come from. Tony Davis—That is the part that they messed up in my thinking at the last meeting it threw me off kilter. If it goes their way if they push him out like they expect to the CID gets first dibs and 100%of the money in a rears. Chief McLaughlin—The Tax Appraiser is going to decide that. Tony Davis—They are expecting to get all the money. Chief McLaughlin — They won't get the Fire District's money and they won't get the school board money. Page 9 Tony Davis—No,they will get all the money that he owes the CID Board. Chief McLaughlin—I don't see how that is going to set up. Ron Gilbert—All I see is there is no buyer. When the RV Park was purchased the buyer paid all the fines and back taxes. Chief McLaughlin—We were told at one point that they were going to donate that to us for two months of training then bulldoze it but it never happened. Frank Hawkins—The whole purpose of a tax lien is so that the government entity doesn't have to do that. If I don't pay the property taxes then they do a tax lien I go in and buy the tax lien for the amount of the taxes so the County has their money that's why they do the tax lien. When you say he isn't paying the taxes that maybe but somebody did. The person that is short is the person who bought the tax liens he's the person that has to be paid back. He is going to come up short if there is no buyer at the tax deed sale he would be out the money but he would become the owner of the property. It would be great structure fire training. Chief McLaughlin- Because is has sprinklers you could do months of training in that building by burning a room at a time and never have to worry about losing the structure. Frank Hawkins — The arson folks in the community have petitioned some of the conservation organizations to purchase the property as a training/education center. Chief McLaughlin—You can't use the building it is going to cost them a million dollars to fix it up so they can use it. Ron Gilbert —That building has been looked at by assisted living groups and once they see it they don't come back. Chief McLaughlin —The owner wanted to do that and he told him it would never qualify as an assisted living facility with today's codes. The cost to retrofit the building is too great it would be cheaper to build a new one. He is going to ask at the County about the hotel. Ron Gilbert—He asked when they needed to go before I don't want to do it too soon before the vote. Chief McLaughlin — He said now would be a good time to do this because the budget will be printed before June. Page 10 Ron Gilbert— 1 would like the whole Advisory Board to go before the CID Meeting to give them a copy of the letter for the purpose of obtaining a letter of support from them addressed to the Commissioners. Tony Davis — He suggested they send the chairman a note before the meeting so they don't have any problems with it being on the agenda. Ron Gilbert—He would contact him to see if they are on the agenda. Tony Davis—We could attend either this CID meeting or the next one. Ron Gilbert — I would like for the whole board to go to the CID Meeting, the Commissioner Meeting and the Everglades City Government meeting. Frank Hawkins—Agreed to that. Jim Simmons—We need something definite. Ron Gilbert—He is going to try and do that. Jim Simmons—Also agreed with the idea. Ron Gilbert—He will work on it. Frank Hawkins — We need to put something together just bullets with some historical information. Chief McLaughlin—He can do some of those. Frank Hawkins—Where we stand activities we've taken that has led to this action. Chief McLaughlin—He can pull that out because this has been going on before I arrived. Frank Hawkins—The financial cost across the board. Chief McLaughlin —We don't even know what that is until the budget office can supply us with that we have to find out how many taxable units we have. I do have that from the tax office I needed the information for something else. Ron Gilbert—I will correspond with the people here. Page 11 Frank Hawkins—We threw some numbers around three or four meetings ago about $50. Was that an annual for a number of years or a total cost? Chief McLaughlin—It was annual for four years. Ron Gilbert—$200 total the$50 was for four years. Frank Hawkins—It was$200 for just Port of the Islands. Chief McLaughlin—No $200 if we did the whole District. Ron Gilbert—We need to generate$200 for every residence in the District. Chief McLaughlin—I have that taxable property information. I will go back and review that. He doesn't remember the numbers off the top of his head. We took the taxable properties and divided that by the dollars we needed and split that over four years. Ron Gilbert — If someone owns more than one property then their name will show up more than on time on the tax roll. Chief McLaughlin—That is the problem separating that out. Ron Gilbert—Voting they only get one vote. Chief McLaughlin—If you have multiple properties then you have multiple protection. Frank Hawkins—If we are collecting$400,000 and its$200 per taxable property you are looking at 2,000 taxable parcels. Chief McLaughlin — That's about right, I think we actually had 3200 taxable properties in the District. Frank Hawkins — So if you did $200 times 2000 parcels that would $400,000 that would be a onetime deal if you did it over four years that would be$50 a year times 2000 parcels. Chief McLaughlin—I would be willing to pay$200 because if you lose the station your insurance goes to$3000 a year. Frank Hawkins--Is there flexibility as to how many years you can spread it out. Chief McLaughlin—Yes we could spread it out two years, three years or four years. We have to consider the impact because some people in the District are living on their daily wages. Page 12 Frank Hawkins—Or do they do it like when we had our special assessment with the CID ok this is what you have to pay every year for the next ten years or you can pay it all up front and some people got struck because they paid it all up front. Chief McLaughlin — In theory let's just say if the Port of the Islands area decided they were going to do this then when the other stations need to be replaced they wouldn't have to contribute it would be up to the people in those areas of the District that's what it comes to so it goes both ways. He thinks its better District wise because it will be less costly to the taxpayers and these other buildings in the District will have to be replaced in the future the station in Everglades City is almost 30 years old. The impact will be less if all property owners participate if you draw it over time four or five years. Tony Davis—Can it be set up as an option to pay up front or over four years. Chief McLaughlin — I don't know this is also new to me. We probably need someone from the budget office and the tax appraiser's office. Frank Hawkins—Yes that is usually how they do it you get a letter stating you have four years to pay it but you can pay it up front. Chief McLaughlin—A lot of people would probably. Frank Hawkins—If there is a discount to pay up front then some people would do that. A motion was made to adjourn the meeting and was passed the meeting ended. Ronald Gilbert, Chairman Page 13 a V.