VALLEY REGIONAL FIRE AUTHORITY FINANCE COMMITTEE 1101 DStreetNE Auburn, Washington June 13, 2013 MINUTES I. CALL TO ORDER Chair Richard Wagner called the Valley Regional Fire Authority (VRFA) Finance Committee Meeting to order at 5:01 p.m., at the VRFA Headquarters located at 1101 D Street NE, Auburn, Washington. Members present included: Osborn. Chair Richard Wagner and Vice-Chair Lynda Member Tren Walker was excused. Staff members present included: Administrator Eric Robertson, Deputy Chief Michael Gerber, Deputy Chief Brent Swearingen, Clerk of the Board Louise Bartol and Legal Counsel Joseph Quinn. II. III. AGENDA MODIFICATIONS There were no agenda modifications. APPROVAL OF MINUTES A. Minutes 1. Minutes of the May 9, 2013 Regular Meeting were reviewed. Vice-Chair Osborn moved and Chair Wagner second to approve the Minutes of the May 9, 2013 Regular Meeting. There being no questions or discussion. IV. CONSENT ITEMS A. Vouchers
1. Claims Check numbers 202253 through 202354 in the amount of $386,159.26 and electronic payments in the amount of $55.17, totaling $386,214.43, dated June 14, 2013 were reviewed. Based on questions from the Committee, staff provided the following clarifications relating to Claims: Page 1, American Residential Services. We budget for predictable and unpredictable expenses relating to repairs and maintenance. Page 1, Advance Travel Fund. Travel advances are based on location and time at conference. Page 2, Bubbles Below. The VRFA is part of a regional response effort, however we have a stand-alone team that we fund and as part of that we receive back services that we don't stand-up and fund such as haz-mat and other pieces like that as part of the regional cooperative effort in those special discipline areas. Page 5, Government Computer Sales. Software upgrade to upgrade the virtual server infrastructure. Page 6, Ron Hiraki. Development of BC Assessment Center with team, training of assessors and oversight of test. Page 6, Kent Regional Fire Authority. Fleet costs on an annual basis can vary depending on type of repairs needed. It is difficult to predict what fleet repairs will be needed and the cost. Page 8, Satcom. Three satellite phones and equipment for senior staff members. Page 9, South King Fire & Rescue. Costs for services provided per ongoing agreement with SKFR as part of the annexation agreement. Page 10, Wood Products Consortium. Development of entry level firefighter assessment, training of assessors and oversight of assessment center. There being no further questions or discussions, Vice-Chair Osborn moved and Chair Wagner second the approval of Claims. Page 2
2. Payroll Payroll check numbers 99199 through 99204 and 200300 through 200303 in the amount of $24,702.79, and electronic deposit transmissions in the amount of $1,210,099.58 for a grand total of $1,234,802.37 for the period covering May 1, 2013 to May 31, 2013 were reviewed. There being no questions or discussion, Vice-Chair Osborn moved and Chair Wagner second the approval of Payroll. V. RESOLUTIONS & MOTIONS A. Capital Facilities Study & Management Funding Robertson stated that this project is to participate with the City of Auburn on a feasibility study for a joint training facility at the General Services Administration (GSA) complex parcel owned by the City. The VRFA currently has their training facilities, Planning & Logistics and Fire Marshal office on the site. The City of Auburn also has warehouse and other facilities on site. There is approximately 8 acres which is underutilized and the concept of a joint training facility has been in place for some time. The handout provided by Robertson is an old document which has some estimates for access issues regarding the GSA complex and necessary steps needed to be in compliant with the City's agreement with the federal government. The second page shows an overview of the parcel itself; the third page shows a proposed access road which is what page one outlines and prices out. Some work has been done in analyzing some of the early costs specifically addressing the access road and utilities passed through to the proposed facility. The joint training facility would be police and fire that would be used not only by the City of Auburn and VRFA, however used by outside agencies upon availability. The City of Auburn is proposing is a study of the parcel and what each of our organizations; specifically the City of Auburn Police Department and VRFA, our needs, wants and would like to be on that parcel. The cost of the feasibility study for the joint training facility would be $70,000. We are asking for the authority to expend $35,000 which is 50% toward that feasibility study. Robertson has been in discussion with the City in developing a long term agreement for our presence at the GSA. Page 3
Robertson is asking the Finance Committee and the Board of Governance the authorization to expend $35,000 to participate in the feasibility study. The second part is approval of the potential of up to 1FTE internally to oversee the project. Discussion ensued. Osborn moved and Wagner second the motion to recommend to the Board of Governance to grant the Administrator authority to expend up to $35,000 for a joint training facility feasibility study. MOTION CARRIED UNANIMOUSLY 2-D VI. INFORMATION/DISCUSSION A. Portable Radio Presentation Gerber provided a handout to the Committee which outlined the reasons for purchasing the new radios, funding of them and capabilities. In addition he provided two radios for the Committee to view. Highlights included: Radios were purchased partially with funding received from the FEMA Assistance to Firefighters Grant. 105 radios and supporting equipment was purchased. Radios are analog and digital capable. Warranty does not go into effect until September when we actually start using the radios. Radios should last for 10-15 years. B. Kent RFA Apparatus Maintenance Agreement. Staff provided clarification in response to questions pertaining to information previously provided to the Finance Committee regarding the Kent RFA Apparatus Maintenance Agreement: Page 3, Item 13. AWC recommends coverage dollar amount at $1,000,000.. Page 8 Exhibit B. Engine and transmission are major parts and work is conducted by specialized agencies. Items not in Kent RFA's scope of expertise will be sent to the technical expert shop. Page 4
VII. ADJOURNMENT There being no further business for the Committee, the meeting was adjourned at 5:50 p.m. Dated this \ \-tl day of July, 2013. Richard Wagner Chair Louise M. Bartol Clerk of the Board Page 5