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10/28/2011 1 KEY LARGO FIRE RESCUE 1 AND EMERGENCY MEDICAL SERVICES DISTRICT 1 1 1 L4'4 1 O ' (1 1 1 1 ANNUAL REPORT (Fiscal Year 2010 -2011) 1 The KLFR &EMS District Mission is to provide exceptional 1 fire protection and emergency medical services efficiently and cost - effectively without compromising the health or safety of residents or personnel. KLFR &EMS District, P. 0. Box 371023, Key Largo, FL 33037 -1023 1 1 1 1 LAft KEY LARGO FIRE RESCUE & EMS DISTRICT ;k 1 :. n Seat 1, William A. Andersen, Seat 3, Mark Wheaton; Seat 4, Tom Tharp; Seat 5, Marilyn Beyer 1 I October 28, 2011 1 Danny L. Kohlage, Clerk of the Circuit Court Monroe County Florida 500 Whitehead Street I Key West, FL 33040 Dear Mr. Kohlage: I In accordance with the requirements of HB 1291 Section 11(4), enclosed is the Key Largo Fire Rescue and Emergency Medical Services District's report of its I actions and accounting of its funds for Fiscal Year 2010 -2011. This report includes the following documents: 1 • The District's adopted Fiscal Year 2011 -2012 Operating Budget and Capital Improvement Plan I • Unaudited statement of the District's Revenues and Expenditures for Fiscal Year 2010 -2011. (Please note that an Annual Financial Audit Report for 2009 -2010 will be prepared and submitted to the Auditor General in accordance with the I requirements of Section 218.39 FS.) • The minutes of District Board meetings for Fiscal Year 2010 -2011 • Resolutions adopted by the District during Fiscal Year 2010 -2011 I • Fiscal Year 2009 -2010 Audited Basic Financial Statements of the District If you need additional information or documentation in fulfillment of this reporting requirement, please contact William Andersen, KLFR &EMS Chairman at I 305- 451 -1040 Ext. 112. Regards, I I \ i o ro.3 -ri - r� William A. An ° rse c o I KLFR &EMS Chairman ". - n 0 - vaf 32. I — �-� cc. M. Beyer ; �, , 70 .P. Rosasco, Bishop, Rosasco & Co. `` w ° i 1 D. Smits, Vernis & Bowling KLFR &EMS District, P. O. Box 371023, Key Largo, FL 33037 -1023 1 ' KEY LARGO FIRE RESCUE AND EMS DISTRICT 9/20/2011 FY 2011 -2012 SUMMARY OF ALL FUNDS Millage Per $ 1,000 0.7890 S VEHICLE & EQUIPMENT GENERAL REPLACEMENT TOTAL ' FUND FUND BUDGET ESTIMATED REVENUES 1 Ad Valorem Taxes $ 1,711,150 $ - $ 1,711,150 I Interest Income 19,400 - 19,400 TOTAL REVENUES $ 1,730,550 $ - $ 1,730,550 I OTHER FINANCING SOURCES: Transfers In: 633,900 - 633,900 1 Fund Balance October 1, 2011 $ 625,385 $ 1,753,224 $ 2,378.609 TOTAL REVENUES, FUND BALANCE, RESERVES AND 1 OTHER FINANCING SOURCES $ 2,989,835 $ 1,753,224 $ 4,743,059 I EXPENDITURES Departments: District Board $ 283,659 $ - $ 283,659 as Key Largo Fire & Rescue 1,868,485 - 1.868,485 Key Largo Ambulance 569,739 - 569,739 Total Department Expenditures 2,721,883 - 2.721,883 r OTHER FINANCING USES: Transfers Out: - 633,900 633,900 r Fund Balance September 30, 2012 267,952 1,119,324 1,387,276 .. TOTAL EXPENDITURES, FUND BALANCE, RESERVES AND OTHER FINANCING USES $ 2,989.835 $ 1,753,224 $ 4.743.059 Adopted FY11/12 Budget Page 1 I KEY LARGO FIRE RESCUE AND EMS DISTRICT 9/20/2011 FY 2011 -2012 GENERAL FUND SUMMARY 1 1 PROPOSED REVENUES Prior Year Millage Rate: 0.7890 I Roll- Back Rate: 0.8559 2011 Gross Taxable Value: $ 2,259,122,585 Millage Rate : 0.7890 1 Ad Valorem Taxes (at 96% collection) $ 1,711,150 Interest Income 19,400 I _— _ Total Revenues $ 1,730,550 U 1 HER FINANL INU SOURCES Transfers In 1 Transfer from Vehicle & Equipment Replacement Fund 633,900 I PROJECTED FUND BALANCE OCT 1, 2011 $ 625,385 TOTAL REVENUES, FUND BALANCES $ 2,989,835 I AND OTHER FINANCING SOURCES PROPOSED EXPENDITURES Key Largo Fire /EMS District Board I Operating Expenditures $ 283,659 Capital Outlay - I Subtotal District Board $ 283,659 Key Largo Fire & Rescue Operating Expenditures $ 1,168,560 1 Capital Outlay 699,925 Subtotal Key Largo Fire & Rescue $ 1,868,485 1 Key Largo Ambulance Operating Expenditures $ 550,364 Capital Outlay 19,375 1 Subtotal Key Largo EMS $ 569,739 Total Expenditures $ 2,721,883 OTHER FINANCING USES Transfers Out I Transfer to Vehicle & Equipment Replacement Fund - FUND BALANCE SEP 30, 2012 I 267,952 TOTAL EXPENDITURES, FUND BALANCES AND OTHER FINANCING USES $ 2,989,835 1 P Adopted FY11/12 Budget "` Page 2 I KEY LARGO FIRE RESCUE AND EMS DISTRICT 9/20/2011 FY 2011 -2012 BUDGET DETAILS - DISTRICT I Department: 1100 District Board Exp Transaction Code 511 (except as indicated below) 1 FY 11 -12 Adopted 1 Acct # Computation / Explanation Budget 110 Board Member Stipends I 5 Members @ $ 200 / month x 12 months 12,000 210 FICA Taxes: @ 7.65 % of Wages 918 I 514.310 Legal Services Non- Litigation 50,000 I Litigation 25,000 Total Legal Services 75,000 512.311 District Clerk Services 25,000 1 513.320 Accounting and Financial Services .01 District Audit 10,500 1 .03 Financial and Accounting Services 62,000 Total Accounting & f=inancial Services 72,500 450 Insurance & Risk Management: Public Position Bond 520 I General & Mgt Liability, Hired Auto and Umbrella 2,035 Total Risk Management 2,555 I 470 Printing and Binding 2,300 490 General Departmental: Miscellaneous Expenses .32 MoCo Property Appraiser Charges 34,000 I .33 MoCo Tax Collector Charge ( @3% of Ad Valorem Collection) 51.335 .44 Miscellaneous Expenditures 2,651 1 Total General Departmental 87,986 411 Advertising 3.000 1 510 Office Supplies & Equipment 500 540 Dues, Subscriptions and Publications 1.900 Department Total $ 283,659 1 1 1 Adopted FY11/12 Budget Page 3 I KEY LARGO FIRE RESCUE AND EMS DISTRICT 9/20/2011 FY 2011 -2012 BUDGET DETAILS - FIRE DEPARTMENT 1 Department: 1250 Key Largo Fire & Rescue Exp Transaction Code 522 (except as indicated below) 1 FY 11 -12 Adopted I Acct #_ Computation / Explanation Budget 120 Regular Salaries & Wages: Please see Fire Dept. Handout I Office Manager 57,720 Firefighter II /EMT (1) 44,625 1 II 1 Firefighter II /EMT (1) 43,974 Firefighter II /EMT (1) 41,328 Total Regular Salaries & Wages 187,647 1 121 Volunteer Pay: .04 Volunteer Chief's Reimbursement 24,000 1 .05 Volunteer Assistant Chief's Reimbursement 21,600 .45 4 Vol. F/F @ $120 / 24 hr. day x 365 days 233,660 1 46 2 Vol. F/F Home Shift Drivers (2 per station) @ $30 / 12 hr. shift x 365 days 21,900 1 .47 Base Pay for Vols., Stipends, Responders, Special Details ** 22,000 1 Supervisor Firefighter II/ Driver Operator @ $9 / hr. .49 (in lieu of new fulltime paid FF for station 25) 78.840 I Total Volunteer Pay 402,000 140 Overtime wages 4.000 1 210 Employer Payroll Taxes © 7.65% of Full Time Wages and Volunteer Pay 45,414 230 Life & Health Insurance I Medical /DentalNision /Life Insurance for (4) Full Time Employees ($500 per month each) 24,000 240 Worker's Compensation (10% increase) 1 Premium 32,010 Audit Premium 3,500 1 Total Workers Compensation 35,510 250 Unemployment Tax 16.500 I 312 Professional Services: Firefighter Annual Physicals ($400 *50 F /F's includes TB test & Drug Testing) 20,000 1 Background Checks, drug testing 1,000 Total Professional Services _ 21,000 1 Adopted FY11/12 Budget Page 4 I KEY LARGO FIRE RESCUE AND EMS DISTRICT 9/20/2011 FY 2011 -2012 BUDGET DETAILS - FIRE DEPARTMENT I Department: 1250 Key Largo Fire & Rescue Exp Transaction Code 522 (except as indicated below) 1 • FY 11 -12 Adopted Acct # Computation / Explanation Budget Legal Services - Non - Litigation - Reasonable Stipend 1 I Litigation 25,000 Total Legal 25,001 1 Accounting Fees (*note: Corporation pays an additional fee for accounting not reflected 320 here.) 13,000 400 Travel & Per Diem - Training, Seminars, Meetings 5,000 I 401 Vehicle Reimbursement: Volunteer Chief's Command Vehicle 7,800 410 Phones, Television & Internet (Station Phones, Cell Phones, Air Cards) I .09 Station Phones, Equipment lease and DSL- North & So. Stations 12,900 .10 Television Service 1,650 I .11 Nextel Communications - (8) Phones & (2) PCS card 5,091 Total Phones 19 ;641 430 Utilities 1 .12 Electric 33,025 .13 Water (additional $5,480 for sewer fees) 17,000 1 .50 Propane Gas 724 .14 Fire Hydrant Maintenance (120 Hydrants @ $ 50 per hydrant) 6,000 1 Total Utilities 56,749 440 Rent & Leases: I Station 24 Copier /Scanner /Fax Lease: 7,540 Annual Lease Payment - DEP Station 25 Property 300 I Red Alert Incident Reporting Program support and maintenance 495 Total Rent & Leases 8.335 I 450 Risk Management (10% increase across the board) Package (Property, General & Mgmt Liability, Portable Equipment) 55,465 Auto 20,165 1 Statutory AD &D 578 Accident and Sickness 7,858 1 Umbrella Policy 1,574 Storage Tank Liability 1,415 1 Total Risk Management 87,055 1 Adopted FY11/12 Budget Page 5 I KEY LARGO FIRE RESCUE AND EMS DISTRICT 9/20/2011 FY 2011 -2012 BUDGET DETAILS - FIRE DEPARTMENT 1 Department: 1250 Key Largo Fire & Rescue Exp Transaction Code 522 (except as indicated below) 1 FY 11 -12 Adopted I Acct # Computation / Explanation Budget 460 Repair & Maintenance: Equipment I Air Packs 6,500 Tools & Equipment 3,500 I Ground Ladders inspection 2,400 Hurst tnnIQ inspection anr1 miantenance _ .. _ .. _ .. _ .. _ .. __ 5,100 Total R &M Equipment 17,500 I 461 Repair & Maintenance: Buildings & Grounds 8,500 1 Generator Preventive Maintenance Program 2,000 Diesel fuel tank inspections both stations 2,400 Elevator Maintenance Plan 3,500 1 Total R&M: Buildings 16,400 462 Repair & Maintenance: Vehicles (includes oil & lube) 35,925 1 Aerial Truck Inspecting and Testing 1,100 Total R&M Vehicles 37,025 I 470 Printing and Binding 500 490 General Departmental: General Office & Administrative Costs 4,900 I .35 Key Largo Wastewater District Assessments 3,924 Total Genera/ Departmental 8,824 I 491 Training - Instructor Fees, Education, Student Text and Fire Prevention .15 In -house training (Instructor Fees) 10,000 .16 Off -site training (Seminar Fees & Education & Text Books) 5,500 1 - .17 Fire Prevention (KLVFD Only) 4,900 .18 WET Team Training 1,600 1 .51 KAPLAN online education (50 firefighters @ $60 per student) 3,000 Total Training 25,000 1 412 Postage & Freight 500 510 Office Supplies 4,725 1 IF Adopted FY11/12 Budget ■ Page 6 I KEY LARGO FIRE RESCUE AND EMS DISTRICT 9/20/2011 FY 2011 -2012 1 BUDGET DETAILS - FIRE DEPARTMENT Department: 1250 Key Largo Fire & Rescue Exp Transaction Code 522 (except as indicated below) 1 FY 11 -12 Adopted I Acct # Computation / Explanation Budget 520 Operating Supplies I .52 Daily Operating /Maintenance Supplies 4,400 .53 Medical Supplies & Equipment 3,000 I .54 Command Vehicle Computer Software 2,200 .55 Station Cleaning /Housekeeping Supplies 4,700 .56 Firefighting Gear (10 sets of Bunker Gear) 26,386 1 .57 Clothing, Apparel ($1,000 for Honor Guard Apparel) 9,200 .58 Fire Ground Safety 2,500 I .59 Firefighting Foam or suppression agent 9,500 Total Operating Supplies 61,886 1 521 Fuel: Gasoline 7,670 522 Fuel: Diesel 22,878 I 540 Dues, Subscriptions and Publications 2,000 630 Capital Outlay: Infrastructure Improvements I 1 0 Fire Hydrants ($6,050 per hydrant + 5% admin fee) 63,525 Total Capital Outlay: Infrastructure Improvements 63;525 I 640 Capital Outlay: Equipment - Hurst Tool 5,000 641 Capital Outlay: Vehicles - Squad 24 I Rescue Pumper - Squad 24 333,900 Tanker Pumper 300,000 Total Capital Outlay: = Vehicles 633,900 1 642 Capital Outlay: Small Tools & Equipment Various Hose, Tools, Equipment >$1,000 but < $ 2,500 per each item I and a useful life of 1 year or more 2,500 Department Total $ 1,868,485 1 ** = Monthly - $150 FFI, $175 FFII, Stipends per responder $30 per call or $15 for responding but not working a I fire 1 I Adopted FY11/12 Budget Page 7 I KEY LARGO FIRE RESCUE AND EMS DISTRICT 9/20/2011 FY 2011 -2012 BUDGET DETAILS - AMBULANCE CORP 1 Department: 1300 Key Largo Ambulance /EMS Exp Transaction Code 526 (except as indicated below) 1 FY 11 -12 I Adopted Acct # Computation /Explanation Budget 120 Regular Salaries & Wages: I Administrative (1 Position) 45,000 Paramedic Payroll 259,003 1 Less: EMS Income Applied to Offset Reimbursement (206, 535) Total Paramedic Payroll Reimbursement 52468 I Total Regular Salaries :& Wages 97,468 121 Volunteer Pay: Volunteer Reimbursement 142,800 I 140 Overtime Wages 10,000 210 Employer Payroll Taxes @ 7.65% of Full Time Wages and Volunteer Pay 19,146 I 220 Retirement Contributions 4,500 230 Life & Health Insurance Administrative (1 position) 10,000 I Total Life & Health insurance 10,000 240 Worker's Compensation ' Worker's Compensation (AU Members including Administrative position) 19,480 250 Unemployment Tax (State /Federal) 440 1 312 Professional Services: .21 Medical Director 18,000 1 314 Legal Services (any additional - requires board approval) 1 320 Accounting and Financial Services 7,000 1 400 Travel & Per Diem - Training, Seminars, Meetings - 2 members to Expo 3.500 410 Phones - Station Phones, Cell Phones & Internet I Station Phones: (4 phone & 2 fax lines) 1,900 Wireless Air Cards 1,700 I DSL for Station 1,400 Total Phones 5,000 411 Advertising 200 412 Postage & Freight 500 II sr 1 Adopted FY11/12 Budget Page 8 I KEY LARGO FIRE RESCUE AND EMS DISTRICT 9/20/2011 FY 2011 -2012 BUDGET DETAILS - AMBULANCE CORP 1 Department: 1300 Key Largo Ambulance /EMS Exp Transaction Code 526 (except as indicated below) 1 FY 11 -12 I Adopted Acct # Computation /Explanation Budget 430 Utilities 1 .22 Electric & Propane 8,000 .33 Water 2,000 1 Total Utilities 10,000 440 Rental Equipment - 02 rental bottles 2,000 1 450 Insurance & Risk Management Fire/Wind /Flood 25,780 I Auto & Umbrella 10,073 Disability Insurance (All Members) 5,326 I 460 Repair &Maintenance: Equipment Total Insurance & Risk Management 41;179 21,000 461 Repair & Maintenance: Buildings ($2,300 to pressure clean) 10,800 1 462 Repair & Maintenance: Vehicles (includes oil & lube) 10% aging fleet 15,000 470 Printing and Binding - printing of new protocols completed in FY11 500 1 490 General Departmental: Miscellaneous Expenses .60 Licenses & Permits 1,750 I 61 Employee Assistance Program (program through AETNA aprx $2 per month per member) 1,100 .62 Records Maintenance & Disposal 1,000 1 .38 Computer R &M (includes $1,000 for backup) 4,000 .40 Membership & Retention 2,500 1 .39 Key Largo Wastewater District Assessments 1,675 Total General Departmental 12,025 1 491 Training - Instructor Fees, Education .25 ACLS 3,500 I .63 CPR Recertification for Department 1,200 .30 ClinCon or EMS Expo - 4 personnel 2,400 I .28 Misc. Training /Books 1,700 Total Training 8,800 1 I Adopted FY11/12 Budget Page 9 ' KEY LARGO FIRE RESCUE AND EMS DISTRICT 9/20/2011 FY 2011 -2012 BUDGET DETAILS - AMBULANCE CORP ' Department: 1300 Key Largo Ambulance /EMS Exp Transaction Code 526 (except as indicated below) FY 11 -12 ' Acct # Computation /Explanation Adopted 510 Office Supplies 2,200 1 520 Operating Supplies .29 Station Supplies: Ambulance & Building 7,000 1 .30 Uniforms, Clothing and Apparel, Membership Supplies 3,575 .31 Medical Supplies- Bandages /First Aid /Drip Sets 48,000 1 Total Operating Supplies 58,575 522 Fuel: Diesel 15,000 ' 524 Medicine & Drugs Supplies: Medicine & Controlled Substances 15,000 ' 540 Dues, Subscriptions and Publications 250 640 Capital Outlay: Equipment Computer server and equipment replacements 5,200 Ambulance Cabinets 5,000 PDA STAT Training Manikin (1) 9,175 1 Total Capital :Outlay: Equipment 19,375 Department Total $ 569,739 1 ' Adopted FY11/12 Budget Page 10 ' KEY LARGO FIRE RESCUE AND EMS DISTRICT 9/2O'2011 FY 2011 -2012 VEHICLE AND EQUIPMENT REPLACEMENT RESERVE FUND REVENUES $ - OTHER FINANCING SOURCES Transfers In: ' From General Fund - Subtotal Other Financing Sources - 111 FUND BALANCE OCT 1, 2011 1,753,224 TOTAL REVENUES, FUND BALANCES AND ' OTHER FINANCING SOURCES $ 1,753,224 1 EXPENDITURES $ - ' OTHER FINANCING USES Transfers Out: To General Fund: For EMS Vehicle Purchase - To General Fund: For Fire Vehicle Purchase 633,900 Subtotal Other Financing Sources 633,900 FUND BALANCE SEP 30, 2012 Reserved for Vehicle and Equipment Replacement 1,119,324 TOTAL EXPENDITURES, FUND BALANCE AND OTHER FINANCING USES $ 1,753,224 L F 1 1 1 t Adopted FY11/12 Budget Page 11 +-' 0 0 0 0 0 0 0 ' 0 0 0 0 4E: 7- O 0 0 0 0 0 0 0 0 0 0 0 O ,-c 0 Q) 0 0 0 0 0 0 0 0 0 LC) CO O LC) LC) Lt) Ln In LC) LC) L.C) 1- r, N W a) m L N C) CO O CO 0 N N CO co CO c) U O CO CO 0) LC) LC) N IIE ._ as U to N N Q 73 Q W d = ,- N >- 0 L.L. 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LL 2 ❑ C o c) r 10 Y eC E co co • • U 0 m • QE°' co • • 0)02 10 -Nv. a 1 D p (0 (0 t0 t0 O O aOOO O 1n Q) 6 b T -CV LO CV N a U 10 t0 41 O = In C TN N N N er er M M a N 47,,•Z er N N N 1n 10 10 4Y 10 10 N N N 1 .• ) a) � In 10 10 CZ; 10 N 10 L° 2 N M M w !n l0 10 12 r N 0 N N N 0 N N 0 N N N N O X 1 1n H 10 10 F LO F 117 10 f' 1O 10 10 Lo F W C O O O F- u N C Z 1 ti Z 1 1 N_ r N R m < r to N 1p i O N U 1 O O Q KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT '" Seat 1: '- William A, Andersen: Seat 2: Jennifer Miller; Seat S: Mari Wheaton: Scat 4: Mike Edgerton: Seat .i: Marilyn Beyer I DISTRICT MEETING OCTOBER 25, 2010 — _ :; 1 1. AGENDA I 1.A. Call to Order Chairman Andersen called the meeting to order at 6:02 p.m. I Also present were: Brenda Beckmann, Vicky Fay, Ronnie Fell, Sergio Garcia, Joshua Hauserman, Tara Morris, and Jennifer Zimmer. The meeting was held at Station #24. 1.B. Pledge of Allegiance 1 Mark Wheaton led the Pledge of Allegiance. 1.C. Roll Call 1 Vicky Fay called the roll. The following Commissioners were present: William Andersen, Marilyn Beyer, Tom Tharp and Mark Wheaton. There was a quorum. I 2. APPROVAL OF AGENDA & MINUTES 2.A. Approval of Agenda 1 Motion: Commissioner Wheaton made a motion to approve the agenda. This motion was seconded by Commissioner Beyer, and the motion was passed unanimously by the Board. 1 2.B. Approval of Minutes 2.B.L September 16, 2010 KLFR &EMS District 1 Public Hearing I Motion: Commissioner Tharp made a motion to approve the September 16, 20101' Public PP P , Hearing Meeting Minutes. This motion was seconded by Commissioner Wheaton, and the 1 motion was passed unanimously by the Board. 2.B.2. September 20, 2010 KLFR &EMS Final Budget Hearing 1 Motion: Commissioner Tharp made a motion to approve the September 20, 2010 KLFR &EMS Final Budget Hearing Meeting Minutes. This motion was seconded by I Commissioner Wheaton, and the motion was passed unanimously by the Board. 2.B.3. September 20, 2010 KLFR &EMS District Meeting 1 Motion: Commissioner Tharp made a motion to approve the September 20, 2010 KLFR &EMS District Meeting Minutes. This motion was seconded by Commissioner I Wheaton, and the motion was passed unanimously by the Board. 3. CHAIRMAN'S REPORT 1 The Chairman did not have any new items to report to the Board. I The KLFR&EMS District Mission is to provide excenn r: fire protection and emergency medical service efficiently and crier -effectively without erttttpranusittu the health or safety of residents or personnel. " 4 KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT Sew 1: William A..Anderven :.Sear Jennifer Miller, .Seat 3: Mark Wheaton; Sea/ 4: Mike Edgerton: Seat 5: Marilyn Bever 1 4. SECRETARY'S REPORT I The Secretary did not have any new items to report to the Board. S. OLD BUSINESS I S.A. Discussion: Interview & Selection Process Ms. Morris reported there were 24 applicants, and 15 met the qualifications. Commissioner Tharp recommended a selection team to be composed of: One Commissioner, 2 people from each I department, one Career Chief and one Volunteer Chief. The final list of five would be invited to come to Key Largo for interviews, and the committee would eliminate two candidates. The commissioners would then meet with the final three, and rank their choices for the position. Legal I and Finance would develop the contract for Board approval. The staff was directed to proceed. Commissioner Tharp will represent the Board on the Committee. I 6. NEW BUSINESS (ACTION) 6.A. Approval/Motion: KLVFD Travel Request Great Florida Fire School I 6.A.1 Approval/Motion: Pedro Marin ($1,360.00) 6.A.2 Approval/Motion: Danny Ribot ($678.00) 6.A.3 Approval/Motion: Eric Fundora ($678.00) I 6.A.4 Approval/Motion: Jason Lopez ($678.00) Motion: Commissioner Wheaton made a motion to approve the Travel Requests I for the Great Florida Fire School for Marin, Ribot, Fundora and Lopez. This motion was seconded by Commissioner Tharp and the motion was passed unanimously by the Board. I Chief Garcia assured the Commissioners both stations will be staffed with drivers. I 6.B. Discussion /Status: Department Staff Contracts 6.B.1 Discussion/Status : KLVAC Contract & Contract Extension Jack Bridges addressed the Board. He wanted to be sure the extension is approved by the 1 KLFR &EMS Board. This extension does allow Article 7 to lapse, which dealt with redundant positions. I Motion: Commissioner Tharp made a motion to approve the extension of the KLVAC Contract until December 1, 2010. This motion was seconded by Commissioner Wheaton and the motion was passed unanimously by the Board. I 6.B.2 Discussion/Status : KLVFD Contract Joshua Hauserman reported he is working on the contract with the Department, and there is almost a contract. An item will need to be added regarding the District Manager position. 1 1 I The KLFRis.EMS District Mission is to provide C .cernrnnz:i fire protection and emergency medical service:; (tf i rear!'. and , ; rss T.' r; v t ' wirtrai w contptmniutt_g the health or safety of residents or personnel. 1 ...,,,,t .. e , . KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT ' -_ : Seat 1: Willirtr A. Andersen: Seat 2: ;Jennifer Miner; Sear 3: Mark Wheaton: Seat a: Mike Edgerton: Seats: Marilyn Beyer i , ..sar law 0 1 6.C. KLVAC Check Request for 2 Life Paks) $57,568.25 Motion: Commissioner Beyer made a motion to approve the Check Request to 1 Physio Control as the Sole Source vendor for the Life Paks in the amount of $57,568.25. This motion was seconded by Commissioner Tharp and the motion was passed unanimously by the Board. I 6.D. KLVAC Check Request Attorney Statement There was consensus the KLVAC attorney statement should not be paid by the District. 1 6.E. KLVAC Marine Mammal Conservancy Request for AED The AED Committee designated three AED's for the Nelson Government Center; however, the I Board agreed there should only be two (one on the 1 s ` floor and one on the 2 " floor). Publix wants the AED program to be an m -house program. It was agreed one AED should be given to the Marine Mammal Conservancy. I 7. FINANCIAL REPORT 7.A. District Financial Report (September 2010) The District received a check from Monroe County in the amount of $29,416.42, for the Tax 1 Collector's unused fees. The District has received 102.4% of the projected FY 2009 -2010 Ad Valorem Taxes. Legal and Accounting are over budget due to the District Administrator Search ($3,000), and the Fire Department Agreed Upon Procedure Report. Advertising is over budget due to I District Administrator. The Dues are over budget because of the NFPA three -year subscription renewal. The District is under budget for the year. I The KLVFD is under budget due to the 2n story outlay. Wages and reimbursement is at 99 %; the Accounting and Financial Services account are over budget due to the Agreed Upon Procedure Report. Vehicle Repair & Maintenance is over budget due to the air cards; Fire Prevention is over I budget and the Capital Outlay over budget due to the Motorola budget. There will be a budget amendment for the engineering required for the fire hydrants. I The KLVAC is at 80% budget. Life Insurance is over budget due to the back payments for Betsy; a check needs to be cut for the back payments for the Corps utilities; and the Capital Outlay is over budget due to the purchase of the AED's. 1 Total income at the end of September is $2,170,013.32 and total expenses are $2,024,126.61. At the end of September the revenues in excess of expenditures is $145,866.62. The auditors will be arriving at the beginning of November, and the fixed -asset inventory was completed at the 1 Departments. 8. LEGAL COUNSEL REPORT I Vernis & Bowling sent a letter to the County regarding the Impact Fees, and requested setting up a meeting with the District to discuss the fees. I 9. EMS DEPARTMENT REPORT 9.A. KLVAC Status Report (September 2010) Brenda Beckmann reported that Ronnie Fell is the new president, and Jackie Harder is a new board 1 member for the Corp. Commissioner Tharp recognized the Corps for their response to the Agreed Upon Procedure Report. I The KLFR&FMS District Mission is to provide rcc httr,na. fire protection and emergency medical services "r, •ren7. and et,C 7rrrt\ r yitiunir cmnpromisin the health or safety- of residents or personnel. 4 L o di +4 m ^ KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT Seat 1 :' William A. Andersen: Seal 2 :Jennifer Miller, Sear is Marh Wheaton: Seal 4: Mike Edgerton: Seat is Marilyn Beyer 1 ' 10. FIRE DEPARTMENT REPORT 10.A. KLVFD Status Report (September 2010) 1 Chief Garcia reported all is well. The test will be given next week for the Officers, and they have two attempts to pass the exams. Frank Moc is a volunteer. David Garrido is helping to coordinate the logistics' job responsibilities. ' 11. COMMISSIONER'S ITEMS Commissioner Beyer asked if the file cabinet was returned to the Station Manager's Office, and it has not. Linda will be moving across the hall. Some questions arose regarding training. Have contracts been put into place for the people who receive training for Firefighter I? After certification are they reimbursing the District? The District needs to know which classes they applied for; and how are they chosen (seniority and participation). They should have at least one year of active duty, and the participation is based upon a ' point system. Are locals given the opportunity to go? Yes, they are if they meet the qualifications. Joshua Hauserman is working to find a middle ground with the departments for the District Administrator ' Position. There are several ways to structure the relationship with the departments. Commissoner Wheaton verified with the current department paid staff is not being paid as volunteers. I 12. ADJOURN Commissioner Tharp made a motion to adjourn at 7:31 p.m. ' Next Scheduled Meeting: November 22, 2010 December 20, 2010 1 DOCUMENTS FY 2010 -2011 ADOPTED BUDGET HANDOUT ' 100916 KLFR &EMS Budget Workshop Meeting Minutes 100920 KLFR &EMS Budget Workshop Meeting Minutes 100920 KLFR &EMS District Meeting Minutes ' 101021 KLVFD Travel Request Great Florida Fire School (Marin, Ribot, Fundora, Lopez) 100920 KLVAC Contract 100909 KLVAC Check Request for 2 Life Paks) $57,568.25 ' 101020 Letter Marine Mammal Conservancy (Request for an AED 100930 KLVFD Check Request Attorney Statement 100930 District Financial Report 100930 KLVAC Performance Report ' 100930 KLVFD Performance Report 101012 V& B Letter to Monroe County (Impact Fees) 1 1 1 The KLFR&EMS District Mission, k w provide -rr= } r.,zz;; fire protection and emergency medical services `; z un; i ". and crre _efi ': m r %r withour_mnprcmuraze the health or safety of residents or personnel. s r.na + G KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT ; Seat l: Wi Ilium .4. Andersen; Seat 2: Jennifer Miller; Sew 3: Mark Wheaton: Seat 4: Mike Edgerton: Sear . Marilyn Bever mom DISTRICT MEETING NOVEMBER 22, 2010 — FINAL 1. AGENDA LA. Call to Order ' Chairman Andersen called the meeting to order at 6:02 p.m. Also present were: Scott Black, Donald Bock, Vicky Fay, Ronnie Fell, Sergio Garcia, Joshua Hauserman, Mike Jenkins, Asst. Chief Ogden and Peter Rosasco. The meeting was held at Station #24. 1.B. Pledge of ellejiance Commissioner Tharp led the Pledge of Allegiance. 1 1.C. Roll Call Vicky Fay called the roll. The following Commissioners were present: William Andersen, Marilyn Beyer, Tom Tharp and Mark Wheaton. There was a quorum. 2. OATH OF OFFICE & ELECTION OF OFFICERS 2.A. Oath of Office 1 The Clerk administered the Oath of Office for Mike Edgerton and Jennifer Miller. ADJOURN The meeting was adjourned at 6:07 p.m. RECONVENE The meeting was reconvened at 6:20 p.m. Commissioners Edgerton and Miller joined the Board. 2.B. Election of Officers ' Motion: Commissioner Wheaton made a motion to nominate Bill Andersen as Chairman. This motion was seconded by Commissioner Beyer, and the motion was passed unanimously by the Board. 1 Motion: Commissioner Edgerton made a motion to nominate Mark Wheaton as Vice- Chairman. This motion was seconded by Commissioner Beyer, and the Board unanimously passed the motion. Motion: Commissioner Miller made a motion to nominate Marilyn Beyer as Secretary/Treasurer. This motion was seconded by Commissioner Wheaton, and the motion was passed unanimously by the Board. ' 3. APPROVAL OF AGENDA & MINUTES 3.A. Approval ofAQenda ' Motion: Commissioner Wheaton made a motion to approve the agenda. This motion was seconded by Commissioner Beyer, and Board unanimously passed the motion. ' 3.B. Approval of Minutes • 3.B.1 District Meetinj Minutes October 25, 2010 1 The KLFR&EMS District Mission is to provide rAcrinioita. fire protection and emergent' medical services rit7 r and ow-,2 }t Iritolit ennrprnrnr the health or safet of residents or nersonnei. # �At} t KEY LARGO? FIRE RESCUE 8 EMERGENCY MEDICAL SERVICES DISTRICT a�aa SCru 1: iF'illia,n A. Andersen: Seat 2: Jennifer Miller; Ara/ _i: Mark Wheaton: Seat .1: Mike Edgerton: Seat 5: Marilyn Bayer 1 ' 3.B.1 District Meeting Minutes October 25, 2010 (Continued) Motion: Commissioner Wheaton made a motion to approve the October 25, 2010 District 1 Meeting Minutes. This motion was seconded by Commissioner Beyer, and the motion was passed unanimously by the Board. 3.C. Sunshine Law ' Scott Black presented an overview of the Sunshine Law regarding meetings, communications among staff, committee communications, violations, and penalties and fines for violations. ' 4. CHAIRMAN'S REPORT The Chairman did not have any new items to report to the Board. 5. SECRETARY'S REPORT There were no new items presented to the Board by the Secretary. 6. OLD BUSINESS 6.A. Discussion/Status: Department Staff Contracts 6.A.1 Discussion/Status : KLVAC Contract Joshua Hauserman discussed the KLVAC Contract extention. Motion: Commissioner Wheaton made a motion to approve the KLVAC Contract ' Extension through January 31, 2011. This motion was seconded by Commissioner Beyer, and the motion was passed unanimously by the Board. ' 6.A.2 Discussion/Status : KLVFD Contract Mike Jenkins reported the Fire Department extended the contract through January 31, 2011. Motion: Commissioner Beyer made a motion to approve the KLVFD Contract Extension through January 31, 2011. This motion was seconded by Commissioner Edgerton, and Board unanimously passed the motion. 1 6.B. Pre - Selection Committee Update Commissioner Tharp provided an overview of the project. There were 24 applications received, and 15 resumes will be reviewed by the Committee. After the Board selection, Legal and Finance will work to establish the contract. Commissioner Tharp recommended that the Board continue with the process. Commissioner Edgerton requested the process be postponed and asked for the opportunity to resolve the problems. It was pointed out the Senior Advisory Group was unsuccessful working with the department. Mike Jenkins said, "The department is willing to work to resolve the issues ". Commissioner Andersen said, "The District does not have any control over the KLVFD ". The District and the Fire Department ' have a disconnect because neither has control over the Chief. Neither board has control over the Chief. Mike Jenkins reported there was a By -Laws meeting, and a second By -Laws meeting has been scheduled. Mike Jenkins and Chief Garcia each requested an opportunity to postpone the process. Commissioner ' Beyer questioned if the membership would be open to change; and Mike Jenkins reported there has been a change in the membership and felt the department is heading in the right direction. Commissioner Tharp recommended Commissioner Edgerton could work with department while the process is ongoing. 1 The KLFR&EIvI ; District Mission h, to provide _i r err ur : fire protection and entergenc medical service- ° r fm- and , >4 e r, r: t without cnrnprcmusrm the health or safer\ oi' residents or personnel. 1 4t gl co KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT .r Sear l: William A. Andersen: seat 2 :Jennifer Miller; Scat 3: Mark Wheaton; Seat 4: Mike Edgerton: Sett 5: Marilyn Beyer I 6.B. Pre - Selection Committee Update (Continued) On December 1 , the committee will meet to review the 15 resumes and narrow it down to five applicants. The applicants will meet with the Committee on December 13 and then meet with the 1 Commissioners individually on December 14 The majority of the candidates live within the State of Florida. I Commissioner Edgerton felt that by postponing the process and working with the department, the District could come to a positive resolution for the Board, community and residents. Chief Garcia felt the By- Laws Committee will present a good product to the District Board. Commissioner Andersen hopes Commissioner Edgerton can work to resolve the issues. Bill Meehan is working with the Department I Board and the membership. Commissioner Beyer encouraged Commissioner Edgerton to work with the department. I Motion: Commissioner Edgerton made a motion to postpone the process until January 31, 2011, and the motion was seconded by Commissioner Beyer for discussion. The motion did not pass: Andersen (No); Beyer (No); Miller (No); Wheaton (No); and Edgerton (Yes). I 6.C. Discuss/Evaluate /Approve: $40.00 per shift for KLVFD Drivers KLVFD looked at this, and had an opinion from their attorney. Chief Garcia said, "this is an incentive 1 for the drivers." The home shift and station shift increases are budgetary items that were never formally approved by the District Board. Peter Rosasco reported the rule is that volunteers cannot make more than 20% of the market -rate for the I position. This is an IRS issue, and the volunteers may be subject to overtime if they are considered employees. Individuals can lose their volunteer status. KLVFD volunteers do not receive a stipend until their six -month probation is complete. I If they are paid more than 20 %, they would need to receive minimum wage and overtime. Commissioner Wheaton expressed concern. Joshua Hauserman recommended Mike Jenkins work with Linda to I establish the market rate. The fire department brings the reimbursement schedule to the District Board for approval. Peter Rosasco reported the concern is not whether a 1099 or W2 is issued. No matter what the compensation is — the limit is 20 %. Commissioner Wheaton suggested that Joshua Hauserman get I with Andy Tobin to discuss this issue. Motion: Commissioner Beyer made a motion to table the issue of the $40.00 per shift for the drivers. This motion was seconded by Commissioner Miller, and the motion was passed unanimously by the Board. 7. NEW BUSINESS 1 7.A. Special Presentation Commissioner Andersen made a Special Presentation to Commissioner Tharp commending him for his efforts to establish the Key Largo Fire Rescue & Emergency Medical Services District and his 1 contributions as a District Commissioner. 7.B. Medical Director's Contract I The contract expires on December 31, 2011. Last year, Dr. Steed was paid $18,000.00. The KLVAC is required to have a Medical Director to establish the protocols for the Corps. Dr. Steed also worked with the KLVFD so they may administer oxygen when necessary. Joshua Hauserman will contact Dr. Steed I to negotiate a new contract. I The KLFR&EMS District Mission is to provide e ,r eniwna' fire protection and emergency medical services rfli train and crtcF e r without etnnprt nnisi the health or safety of residents or personnel. KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT Sem l :'William A. Anderven Sear 2: ,fermi fer Miller: Sew _i: Hark Wheaton; Seat 4: Mike Edgerton; Sent 5: Marilyn Beyer 1 ' 8. FINANCIAL REPORT Peter Rosasco presented the first new fiscal year financial report. Everything is well within the budget. The expenditures are as follows: The fire department at 4.2 %, the Corps is at 6.2% for the Corps, and the District is at 5.5 %. ' 9. LEGAL COUNSEL REPORT There were no new items reported by the Legal. 1 10. EMS DEPARTMENT REPORT Ronnie Fell reported the Life Pak 15's were placed into service, and the Life Pak 12 `s are remaining in ' service. One of the ambulances is being repaired. The new outside members elected to the KLVAC Board are Russell Cullen and Jackie Harder. The Corps requested clarification regarding the Corps secretaries. The District Board will not pay for the corporate secretary; it should be a corporate expense. The AED's will be swapped out in stages to resolve any problems that may exist. Commissioner Beyer requested the AED's not held by the departments be checked. Commissioner Wheaton suggested an AED be placed at the meeting center at Tradewinds Plaza. Commissioner Andersen requested that a policy be established. Monroe County ' Mayor Sylvia Murphy would like to purchase one additional AED (not with District funds) for the Nelson Government Center. The AED Committee is trying to place AED's in Key Largo's high - traffic areas. The Corps Christmas party will be December 14 Ronnie Fell would like to meet with Commissioners to discuss the Corps. 11. FIRE DEPARTMENT REPORT The KLVFD will check the fire hydrants to replace the reflective tape, clean the area, and add pickle sticks to ' help improve visibility. Asst. Chief Ogden reported DBF is working with the fire department for the new hydrants. New grinders were purchased. This will allow the firefighters to cut into the new hurricane impact glass. Chief Garcia thanked the Board for allowing firefighters to attend the Great American Fire School. The ' new training facility in Miami -Dade is excellent. Life -Net (Air Methods) left Tamiami, and they are no longer available; however, they are still in Key West. Call volume is increasing. A By -Laws Meeting is scheduled for November 30 at 7:00 p.m. The Christmas Party will be on December 16, 2010. Commissioner Andersen questioned the Incident Report Medical Assists. Sometimes the department is automatically dispatched; and the Corps requested assistance. Commissioner Miller felt there is redundancy in responding. Commissioner Beyer questioned the Eagle Drive incident, and the response time for the Engine to arrive. The department cutting down a tree was discussed. Commissioner Beyer recommended the reports be reviewed for accuracy. ' These should be reviewed by the department. Commissioner Wheaton suggested that sometime in the future an ambulance should be placed at the North Station. Approximately 15 firefighters are paramedics. 12. COMMISSIONER'S ITEMS There were no new Commissioner items. 13. ADJOURN Commissioner Beyer made a motion to adjourn at 8:24 p.m., which was seconded by Commissioner Wheaton. ' Next Scheduled Meeting: December 20, 2010 1 (See Next Page) 1 1 The KLFR&EMS District N4issmon is to provide iacernwna fire protection and emergency medical services rlr t:_nr v and co fr•ccrt without r_ornpmtnising the health or safety of residents or personnel. . KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT .cot l: William A. Andersen: Seat 2: Jennifer Miller; Sett 3: Mark Wheaton : .Seat 4: MikeEdgerton: Seat 5: Marilyn Bever Documents: KLFR &EMS Annual Report (2009 -2010) 101025 KLFR &EMS District Meeting Minutes ' 101122 Vemis & Bowling Government in Sunshine Handout 101109 KLVAC Attorney Letter & Contract Extension 101122 KLVFD Contract Extension 101031 District Financial Report ' 101031 KLVAC Performance Report 101031 KLVFD Performance Report 1 1 1 1 1 1 1 1 The KLFR&EMS District Mission is to provide euerrtinna/ fire protection and emergence medical services c:ficienrtr and cent-effective'', without ca» tpronusinn the health or safet■ of residents or personnel. �4- �q a . .lit KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT s a Seat l: William A. Andersen: Seat 2: Jennifer Miller; Seat : Mark Wheaton: Seat 4: Mike Edgerton; Seat 5: Marilyn Bever 1 =wRLSA 1 DISTRICT MEETING DECEMBER 20, 2010 — .FINAL I 1. AGENDA 1.A. Call to Order Chairman Andersen called the meeting to order at 6:02 p.m. I Also present were: Chief Bock, Vicky Fay, Ronnie Fell, Sergio Garcia, Joshua Hauserman, Mike Jenkins, Tara Morris, Asst. Chief Ogden, Dirk Smits, and Jennifer Zimmer. The meeting was held at Station #24. r I.B. Pledge of Allegiance Commissioner Edgerton led the Pledge of Allegiance. 1 1.C. Roll Call Vicky Fay called the roll. The following Commissioners were present: William Andersen, Marilyn 1 Beyer, Mark Edgerton, and Jennifer Miller. Commissioner Wheaton was absent due to a vehicle accident. There was a quorum. 2. APPROVAL OF AGENDA & MINUTES 1 2.A. Approval of Agenda Motion: Commissioner Edgerton made a motion to approve the agenda. This motion was seconded I by Commissioner Miller, and the Board unanimously passed the motion. 2.B. Approval of Minutes 1 2.B.1 District Meeting Minutes November 22, 2010 I Motion: Commissioner Miller made a motion to approve the November 22, 2010 District Meeting Minutes. This motion was seconded by Commissioner Beyer. The Board unanimously approved the motion. l 3. CHAIRMAN'S REPORT The Chairman did not have any new items to present to the Board. I 4. SECRETARY'S REPORT There were no new items presented to the Board by the Secretary. I 5. OLD BUSINESS S.A. Pre Selection Committee Update & District Commissioner Interviews Tom Tharp reported 15 of the 24 applications were reviewed by the District Administrator Selection I Committee. The Committee reduced the list to five to be interviewed by the Committee. Two of the applicants were available to be interviewed in person by the Committee, and the other three applicants were interviewed by phone. The Committee then reduced the list to four applicants to be interviewed by I the Commissioners. Only one applicant was in town and available to interview, and only two commissioners available to interview. All four candidates are in a position to take the job by the end of January. Commissioner Edgerton expressed concern that the Board was putting the cart before the horse 1 I The KLFR &EMS District Mission is to provide e.viceptiwzat fire protection and emergency medical services of icicntiv and cos.- cficctive v withow compmmicing the health or safety of residents or personnel. 40 La V # , ' KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT " . W Seat 1: William A. Andersen: Seat2:.Jennifer Miller; Seat 3: Mark Wheaton: Seat 4: Mike Edgerton: Seat 5: Marilyn Beyer 1 1 S.A. Pre Selection Committee Update & District Commissioner Interviews (Continued) for a Administrator or Chief. The question was asked would the person run the day -to -day operations. The job description and contracts have not been finalized. With the exception of Commissioner I Edgerton, the Commissioners felt the applicant interviews should proceed and be scheduled January 25 or January 27, 2011. I 5.B. District Administrator Discussion When asked, Tom Tharp felt it would be a District Chief with two deputy chiefs (one from the KLVFD and one from the KLVAC). Andy Tobin addressed the District Board and felt the position should be I more of an accounting person with technical knowledge rather than the title of Chief. The job description and the contracts need to be finalized. 1 S.C. Department Contract Liaison Commissioner Edgerton reported Bill Meehan is assembling a list of the items that need to be worked on 1 with the KLVFD, and requested the list be sent to the District Clerk for distribution to the Commissioners. Commissioner Edgerton requested and was assigned the responsibility of working as the District Board 1 contract liaison with the departments. S.D. Update Driver's $40.00 Per Shift I This item was tabled until the next meeting. The Department needs to review the reimbursement schedule. I S.E. 20% Reimbursement Requirement This item was tabled until the next meeting. I S.F. Rescue Pumper One of the vendors rescue pumper bid expires on January 7, 2011 (120 days from being issued). All of the vendors would need to agree to extend the bids or to waive the right to protest. If all of the vendors do not I agree to extend or waive the right to protest, the District would have to rebid the rescue pumper. Motion: Commissioner Miller made a motion to contact the vendors to determine if they will 1 agree to hold their prices until the January 10, 2011 meeting. This motion was seconded by Commissioner Edgerton, and the motion was passed unanimously by the Board. 6. NEW BUSINESS I 6.A. Medical Director's Contract Dr. Steed agreed to the contract presented. The annual cost is $18,000 with a cost -of- living adjustment provision, if approved by the Board. 1 Motion: Commissioner Beyer made a motion to approve the Medical Director's contract with the addition of the Key Largo Volunteer Fire Department to the contract. This motion was seconded I by Commissioner Miller. The Board unanimously approved the motion. 6.B. Department Corporate Secretaries 1 The KLVAC Corporate Secretary does not receive any funding paid by the District; however, the KLVFD Corporate Secretary does receive reimbursement in the form of Administrative Shift Credits. I The KLFR &EMS District Mission is to provide exceptional fire protection and emergency medical services eficientR and c ost cfl ctLvel\° without compromising the health or safety of residents or personnel. � ia� SO _ KEY LARGO? FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT A _ Scat 1: William A. Andersen: Seat 2: _lenni fer Miller Sear 3: Mark Wheaton: Seat 4: Mike Edgertnn: Seat 5: Marilyn Beyer ' 6.B. Department Corporate Secretaries (Continued) Kandy Moore is the Corporate Secretary and handles mailings, meetings and is a keeper of the minutes. 1 Commissioner Andersen requested the KLVFD provide a list of Kandy's responsibilities to the Commissioners, and Commissioner Beyer requested the KLVAC provide a list of their Corporate Secretary's responsibilities to the Commissioners. 6.C. Meeting /Advertising Schedule r Quarter 2011 Commissioner Miller requested copies of the contract from each department for the January 10 meeting. 1 Motion: Commissioner Beyer made a motion to approve the meeting /advertising schedule for the P Quarter of 2011. This motion was seconded by Commissioner Edgerton. The vote was as follows: Andersen (Yes), Beyer (Yes), Edgerton (Yes), and Miller (No). ' 6.D. KLVACAmbulance Bid The Corps selected the same vendor that sold the District the ambulance two years ago. The Corps requested a 2010 chassis; however, no 2010 chassis's are available. The 2011 chassis is $137,000. The Corps felt it was more cost - effective to purchase a new ambulance rather than have the old ambulance 1 box placed on a new chassis. The District will be piggybacking on the Sheriff's Bid. Commissioner Miller requested to see a list of the Sheriff's bids. The Clerk will obtain a copy of the Sheriff's contract bids for Commissioner Miller. 1 7. FINANCIAL REPORT ' 7.A. District November Financial Report Jennifer Zimmer reported the District is 16% through the FY 2010 -2011 budget. The District made the final payment to the county for the KLVFD utility payment. A budget amendment for the ' Unemployment Tax will be required for the KLVFD. The annual maintenance payment for the 81 fire hydrants was made to FKAA. Chairman Andersen requested that Finance provide a breakdown on General Departmental expenses in future financial reports. The Fire Dept General Departmental is at ' 61% due to the sewer assessments being paid for the North and South Stations. Repairs and Maintenance of Vehicles for KLVAC is at 48% of the budget due to the ambulance repairs. KLVAC has purchasd the pagers that were contemplated in the FY10 /11 budget. Board Members stipends are higher in November as there were five commissioners plus Tom Tharp for the month of November only. 8. LEGAL COUNSEL REPORT Dirk Smits reported the District is not being sued by Corey Freeman. The KLVFD has to defend the payments ' to Mr. Freeman. It is possible the Corporation may come to the District for some money. Vends & Bowling provided a referral for a Wage and Tax Attorney to the department. The Insurance policies need to be reviewed to determine if this would be covered, and they need to be notified there is a lawsuit pending. 1 9. EMS DEPARTMENT REPORT 9.A. EMS November Department Status Report The ambulance with the oil leak was fixed; however, the leak has returned. The repair has a 90 -day warranty. The Corps conducted a Toy drive for KISS. Commissioner Beyer commended the Corps for 1 their efforts. The KLFR&EMS Distract Mission is to provide exceptional fire protection and emergency medical services cficirntiv and cos cflectivc without compromising the health or safety of residents or personnel. + o , - 4 40 0 KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT - `, Seat 1: tiVilliiam Andersen: Seat2 :Jennifer Miller; Seat. 3: Mark 4V 4eaton: Seat 4: Mike Edgerton; Seats: Marilyn Beyer ' 10. FIRE DEPARTMENT REPORT 10.A. KLVFD November Department Status Report ' The annual KLVFD Awards Banquet will be Saturday January 22, 2011. There were 70 families helped with the collection for Toys for Tots, and the Board appreciated the Department's efforts. The generator was delivered after payment in full, and it will be installed in the next two days. The new hydrants have 1 been fast tracked. Eight firefighters have qualified for promotion advancing to the rank of lieutenant. 11. COMMISSIONER'S ITEMS There were no items presented by the Commissioners. 12. ADJOURN t Commissioner Edgerton made a motion to adjourn the meeting at 7:22 p.m. Next Scheduled Meeting: ' January 10 and January 31 February 14 and 28 March 14 and March 28 ' Documents: 101120 District Meeting Minutes 101207 Medical Director Contract ' 101220 KLFR &EMS Meeting /Advertising Schedule (1 Quarter, 2011) 101130 District Financial Report 101130 KLVAC Performance Report 101130 KLVFD Performance Report 1 1 1 1 1 1 t The KLFR &EMS District Mission is to provide exceptional fire protection and emergency medical services efficiently and cos?- effectiveiv without compromising the health or safety of residents or personnel. + � O KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT Seat I: William A. Andersen: Seat 2: Jennifer Miller; Seat 3: Mark Wlzeaton: Seal 4: Mike Edgerton: Seat 5: Marilyn Beyer 1 ' DISTRICT MEETING JANUARY 1 0, 201 1 — FINAL ' 1. AGENDA 1.A. Call to Order Chairman Andersen called the meeting to order at 6:00 p.m. ' Also present were: Donald Bock, Vicky Fay, Ronnie Fell, Sergio Garcia, Mike Jenkins, Dirk Smits, and Jennifer Zimmer. The meeting was held at Station #24. ' 1.B. Pledge ofAllejiiance Commissioner Wheaton led the Pledge of Allegiance. ' 1.C. Roll Call Vicky Fay called the roll. The following Commissioners were present: William Andersen, Marilyn Beyer, Mike Edgerton, Jennifer Miller and Mark Wheaton. ' 2. APPROVAL OF AGENDA & MINUTES 2.A. Approval ofARenda ' Motion: Commissioner Edgerton made a motion to approve the agenda. This motion was seconded by Commissioner Wheaton, and the Board unanimously passed the motion. ' 2.B. Approval of Minutes 2.B.1 District Meeting Minutes December 20, 2010 Motion: Commissioner Miller made a motion to approve the December 20, 2010 District Meeting Minutes. This motion was seconded by Commissioner Wheaton, and ' the motion was passed unanimously by the Board. 3. CHAIRMAN'S REPORT The Chairman did not have any new items to report to the Board. 4. SECRETARY'S REPORT ' The Secretary did not report any new items to the Board. 5. OLD BUSINESS ' 5.A. District Commissioner Interview Schedule All Commissioners will be able to participate in the interviews to be held on January 25, 2011. S.B. Update Driver's $40.00 Per Shift ' Motion: Commissioner Edgerton made a motion to postpone the Driver's $40.00 per shift update until the next meeting. This motion was seconded by Commissioner Miller, and the Board unanimously passed the motion. 1 T he KLFR&EMS District ,'Mission is to provide ext :epuma di` fire protection and em r2enc medical services c't7ra a rat, < and cast- r't7ecrn ei r without comprnnri.crn; the health or safety of residents or personnel. 1 4 co (, KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT s ' , . Sent 1: Williwn A. Andersen; Seat 2: Jennifer Milier;. Seat 3: Mork - Wheaton: .Seat 4: Mike Edgerton: Seat. 5: Marilyn Bever 1 tiY I 5.C. 20% Reimbursement Requirement Motion: Commissioner Edgerton made a motion to postpone the 20% Reimbursement 1 Requirement until the next meeting. This motion was seconded by Commissioner Miller, and the motion was passed unanimously by the Board. 5.D. Rescue Pumper: Review, discussion and approval of bid award recommendation 1 Chairman Andersen stated that he was impressed with the Sheriff's Office Bid. Ike Beal presented his choices: #1 Pierce and #2 Ferrara. Beal discussed the process he used in reviewing the bids. Two of the bids contained incomplete information. Ike's priorities were I safety, single source maintenance responsibility; bidder specification uniformity, specification completeness, closeness to the cab and body; and response time. Money was not a factor. The Commissioners requested clarification of several items. Ike prepared a list when he was rating I the vendors, and the Commissioners requested a copy of the list. Representatives were present from Toyne, Rosenbauer and Ferrara, and they provided clarifications in bid requirements with the Commissioners. Each of the vendors agreed to hold their companies' pricing for six months I with no changes to the bid. Motion: Commissioner Miller made a motion for legal to contact all the vendors and I request the pricing be maintained, and postpone the decision until the February 14, 2011 meeting. This motion was seconded by Commissioner Beyer, and the Board unanimously passed the motion. I S.E. KLVAC Ambulance Bid Chief Bock presented the bids received for the ambulance, and recommended the District purchase the $126,253 ambulance. I Motion: Commissioner Edgerton made a motion to approve purchasing the ambulance for the Corps in the amount of $126,253. This motion was seconded by Commissioner I Wheaton, and the motion was passed unanimously by the Board. 5.F. Department Corporate Secretaries ' The KLVAC requested to pay their Corporate Secretary $150.00 per month. The KLVFD currently pays their Corporate Secretary between $300.00 and $500.00 monthly. Commissioner Andersen recused himself from the discussion. Commissioner Wheaton, the I Vice - Chairman, led the discussion. Motion: Commissioner Edgerton made a motion to approve paying the KLVAC 1 Corporate Secretary $150.00 per month. This motion was seconded by Commissioner Miller, and the Board unanimously passed the motion. 5.G. KLVFD & KLVAC Contract Status I 5.G.1 Commissioner Contract Liaison Report Commissioner Edgerton reported the KLVFD By -Law negotiations are coming to final version to be submitted to the Board on January 18, 2011, and then they will be sent to I the membership. There has been a lot of accomplishment on the By -Laws. Commissioner Edgerton will forward the By -Laws highlighted changes to the Clerk for distribution to the Commissioners. Edgerton has conducted one meeting with the I Corps regarding the contract, and they are looking at a contract administrator to work with the District. I The KLFR&EMS District Mission is to provide exceptional fire protection and emergency medical service, (TicientIN and ,'r) J- eff /r rtiirltottr eornpmmiring the health or safetv of residents or personnel. I + 0 % iir KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT , ..�.. 3 Seat 1: William A, Andersen; Seat :,Jcnnifer .'eat_i:..11 Wheaton: Seat 4: Mike Edgerton; Seam Marilyn Beyer 1 Mn K4' I 5. G.2 KLVFD Contract Status The extension to the KLVFD contract was completed. It will be submitted to the KLVFD Board for approval at the January 19, 2010 meeting. I 5.G.3 KLVAC Contract Status Jack Bridges reported that "he will encourage the Corps to approve the contract extension at their meeting this week." I Motion: Commissioner Beyer made a motion to approve the Department Contract Extensions from February 1, 2011— March 28, 2011. This motion I was seconded by Commissioner Wheaton, and the motion was passed unanimously by the Board. I 6. NEW BUSINESS 6.A. Florida Association of Special Districts Dirk Smits was directed to contact the other Special Districts (Mosquito Control, FKAA, and I KLWTD) in Monroe County to see if they would like to participate in a joint sponsorship for the Florida Association of Special Districts (FASD) Conference to be held in Key Largo, June 14 through June 16, 2011. The Commissioners asked the Fire Department if the department 1 would have an honor guard participate in the opening ceremony, and the department responded "Yes ". Commissioner Edgerton offered to be the new District delegate to the FASD. 7. FINANCIAL REPORT 1 Jennifer Zimmer did not have any new items to report to the Board. 8. LEGAL COUNSEL REPORT 1 There were no new items presented to the District by Dirk Smits from Legal Counsel. 9. EMS DEPARTMENT REPORT I The truck is still at Ford for repair. The truck has leaked three different times while at the dealer's. The AED committee will meet soon to discuss the guidelines for distributing AED's. I 10. FIRE DEPARTMENT REPORT 10.A. KLVFD December Status Report The Department has received four letters from the community for helping with different duties. I Andy Tobin briefly discussed the Corey Freeman lawsuit, and the KLVFD Department has retained an attorney, and Andy Tobin will try to remain pro -bono at this time. The attorney is requesting guaranteed payment in the amount of $25,000.00, and requested the District provide some funding to assist in the defense. The Freeman case will be litigated and resolved. I Motion: Commissioner Miller made a motion to approve a guaranteed payment of $12,500 for the attorney. This motion was seconded by Commissioner Edgerton, and 1 the Board unanimously passed the motion. Il. COMMISSIONER'S ITEMS I Commissioner Wheaton thanked everyone for their help during his recent accident. (See Next Page) 1 I The KLFR &EMS District Mission is to provide csrepiwnn: fire protection and emergency medical services ell icientiy and cosy withmir compromising the health or safetw of residents or personnel_ h iy,`N , KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT « "' fi g 7 n ' Seat 1: William A. Andersen: Seat 2: Jennifer Miller, Seat 3: Mark Wheaton: Sear d: Mike Edgerton: Sear 5; Marilyn Bever i CLORI • leV 1 12. ADJOURN Commissioner Wheaton made a motion to adjourn at 8:06 p.m. Next Scheduled Meeting: 1 January 31, 2011 February 14 and 28, 2011 March 14 and March 28, 2011 I Documents: 101220 District Meeting Minutes 1 110103 Email Clerk to Commissioners (Agenda Items S.B. & S.C. Status) 110106 Email Beal to KLFR &EMS Board Rescue Pumper Recommendation 110106 2011 Sheriffs Bid (Intro & Rescue Pumper Portion) I 110106 Andersen Sheriff's Office Bid Specification Analysis 110103 Email Clerk to Commissioners (Agenda Item S.E. Update) 110103 KLVAC Corporate Secretary Responsibilities ' 110103 KLVFD Corporate Secretary Responsibilities 110107 KLVAC Contract Extension (Draft 2/1/11- 3/28/11) 110107 KLVFD Contract Extension (Draft 2/1/11- 3/28/11) Winter FASD Newsletter & Event Opportunities 1 101231 KLVFD Performance Report 1 1 1 1 1 1 1 1 1 I The KLFR &EMS District Mission is to provide exec /tai {/Prat` fire protection and emergency medical services efficient/1. and cost of ecrtielr wiriwttt eomprnmisitt • the health or safety of residents or personnel_ I . to KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT Seat l: =William A. Andersen: Sea 2: Jennifer Miller: Scat _i: Mark R'heaton: Seat 4.: Alike Edgerton: Seats Marilyn Beyer 1 DISTRICT MEETING JANUARY 21 , 201 1 —FINAL 1 1. AGENDA I.A. Call to Order I Chairman Andersen called the meeting to order at 6:00 p.m. Also present were: Vicky Fay, Chief Garcia, Dirk Smits, and Jennifer Zimmer. The meeting was held at Station #24. 1 1.B. Pledge of Allegiance Commissioner Miller led the Pledge of Allegiance. 1 I.C. Roll Call Vicky Fay called the roll. The following Commissioners were present: William Andersen, 1 Marilyn Beyer, Mike Edgerton, Jennifer Miller and Mark Wheaton. There was a quorum. 2. APPROVAL OF AGENDA & MINUTES I 2.A. Approval of Agenda Motion: Commissioner Miller made a motion to approve the agenda. This motion was I seconded by Commissioner Beyer, and the Board unanimously passed the motion. 3. OLD BUSINESS I 3.A. Consider and take action on rejecting all Rescue Pumper Bids ( #KLFREMS 10 -02) The opportunity for the District Board to reject all bids was placed in the Bid distributed to the vendors. I Motion: Commissioner Edgerton Pumper m ade a motion to reject all Rescue Pum g reject P Bids ( #KLFREMS 10 -02). This motion was seconded by Commissioner Miller. I The motion was unanimously passed by the Board. 3.B. Consider and take action on an Invitation to Negotiate for a Rescue Pumper & I Resolution #11 -001 All vendors were notified of this meeting. Dirk Smits briefly discussed the Invitation to Bid. It I gives the Board more opportunity to be flexible with the vendors, and to change things on the rescue pumper. He suggested a committee of Chief Garcia, Chief Beal and a commissioner be established to outline the bid specifications. 1 Motion: Commissioner Edgerton made a motion to consider and take action on an Invitation to Negotiate for a Rescue Pumper & approve Resolution I #11 - 001. This motion was seconded by Commissioner Wheaton, and the Board unanimously passed the motion. 1 I The KLFR&EMS District Mission is to provide c A{ cotte tci.' fire protection and emer2encv medical services e;firierni and rort efierrivei, without comprotnisz t' the health or safety of residents or personnel. KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT Sera 1! William A. Andersen: Seia_2: Jennifer Miller: Sec: 7: Marti W heaton :.Seta 4: Mike Edgerton: Sear 3: - Marilyn Beyer 1 3.B. Consider and take action on an Invitation to Negotiate for a Rescue Pumper (Continued) 1 Commissioner Beyer proposed that the District needed a signed contract that resolves the issues from the audit before the District purchases the truck. This was supported by Commissioner I Wheaton. Commissioners Miller and Edgerton felt the Invitation to Negotiate Rescue Pumper should begin immediately. Chief Garcia stated "the truck is not for the fire department it is for the residents." Commissioner Wheaton said "the truck will not go down the road and fall apart." Commissioner Edgerton said, "The District needs a contract." I Motion: Commissioner f Beyer made a motion for the ITN not to be sent out t Beyer the vendors until there is a signed contract. This motion was seconded by 1 Commissioner Wheaton, and the motion passes as follows: Commissioner Beyer Yes 1 Commissioner Edgerton No Commissioner Miller No Commissioner Wheaton Yes I Commissioner Andersen Yes 4. Commissioner Items 1 The Commissioners agreed the January 31 and February 14 meetings should be cancelled, and a meeting would be scheduled for February 7, 2011. 5. Adjourn 1 Commissioner Edgerton made a motion to adjourn at 6:39 p.m. Next Scheduled Meetinj: I February 7 and February 28, 2011 March 14 and March 28, 2011 I Documents: Florida Procurement: Invitation to Negotiate — The Equivalent of the Federal Request for Proposal 1 Resolution #11 -001 1 1 1 1 I The KLFR&EMS District Mission is to provide e1aio(iiiir: fire protection and emergency medical services efr,crenv and < ns? -qtr C riveir without comprrmlisitv the health or safety of residents or personnel. I . 0 t KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT , _ y cw Scnt I. K%illiam A. Andersen; .Seal ': Jennifer Miller; .Scut 3: Mark Wheaton: Seat 4: Mike Edgerton: Seat 5: Marilyn Meter DISTRICT MEETING FEBRUARY 7, 201 1 — FINAL. I 1. AGENDA 1.A. Call to Order I Chairman Andersen called the meeting to order at 6:00 p.m. Also present were: Donald Bock, Vicky Fay, Ronnie Fell, Sergio Garcia, Mike Jenkins, Tara Morris, Brittany Neugent, Theron Simmons, and Jennifer Zimmer. The meeting was held at Station #24. I 1.... Pledge of Alleziance Commissioner Wheaton led the Pledge of Allegiance. 1 1.C. Roll Call Vicky Fay called the roll. The following Commissioners were present: William Andersen, Marilyn 1 Beyer, Mike Edgerton, Jennifer Miller and Mark Wheaton. There was a quorum. 2. APPROVAL OF AGENDA & MINUTES I Z.A. Approval ofA ,ienda Motion: Commissioner Edgerton made a motion to approve the agenda. This motion was seconded I by Commissioner Beyer, and the Board unanimously passed the motion. 2.B. Approval of Minutes 1 2.B.1 District Meetinz Minutes January 10, 2011 Motion: Commissioner Miller made a motion to approve the January 10, 2011 District Meeting I Minutes. This motion was seconded by Commissioner Edgerton, and the motion was passed unanimously by the Board. I 2.B.2 Approval of Minutes January 21, 2011 Motion: Commissioner Miller made a motion to approve the January 21, 2011 District Meeting Minutes. This motion was seconded by Commissioner Edgerton, and the Board unanimously I passed the motion. 1 3. CHAIRMAN'S REPORT There were no new items reported by the Chairman. 4. SECRETARY'S REPORT 1 The Secretary did not report any new items to the Board. S. OLD BUSINESS I S.A. Update Driver's $40.00 Per Shift The KLVFD requested this item be removed from the agenda, and Legal Counsel concurred with the deletion. 1 I The KLFR&EMS District Mission is to provide cxccplinna: fire protection and emergency medical services 'ffcienrrr and c: o e fferr, r wirhnut c ~nm rnnusinQ the health or safety of residents or personnel. t "4t KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT Alicarstar Sear !: A. Andersen: Seal 2: Jennifer Miller; Sear .y: Mark Wheaton: Sea; 4 Mike Edgerton; Sear is Marilyn Beyer ' S.B. 20% Reimbursement Requirement This item should be carried forward to the next meeting. ' S.C. Discussion: Interview Recap Commissioner Edgerton clarified with the Commissioners the District Administrator would not be a Chief, and be a Chief over the departments. ' S.D. Discussion: Select & Extend Offer for District Administrator Position Four members from the general public (Fred Nickerson, Ron Miller, Jack Bridges and Kay Thacker) 1 addressed the Commissioners regarding the position. Jennifer Miller stated "We are trying to do the right thing for the community, and the Commissioners are ' volunteering their time." Chairman Anderson reported that for the last two years, the District Board has lowered the taxes in the District. Commissioner Wheaton feels we need an administrator to help guide the ship. Tara Morris reported the Commissioners ranking for the District Administrator position: Barbara Klingensmith, Bruce Stoll and Wayne Martin. Ms. Klingensmith was clearly ranked #1 by three of the commissioners, and #2 by two commissioners. There was no Sunshine violation created with the ranking process. The Commissioners sent their responses directly to Tara and not the other Commissioners. Finance worked with Legal on the recommendations to the Board. At this point in the process, the ' District is ready to extend an offer; and have Peter Rosasco and Legal begin to prepare the contract for approval. ' Motion: Commissioner Beyer made a motion to develop a more in -depth job description before the Board proceeds with extending an offer. This motion was seconded by Commissioner Wheaton. 1 The District has a broad position description. Tara will draft a description and send it to each commissioner. Commissioners should forward any items they would like to see on the job description t directly to Ms. Morris. A question arose regarding probationary time. This would be an item addressed in the contract. Commissioner Edgerton expressed disappointment that the District was going forward with the process when the residents spoke and did not want an administrator. The vote for the motion was as follows: • Commissioner Beyer Yes ' Commissioner Edgerton No Commissioner Miller Yes Commissioner Wheaton Yes Commissioner Andersen Yes Commissioner Edgerton made a motion to have the Ambulance Corp and Fire Department to head up the duties for the Job Description. The Motion died for a lack of a second. 1 ' The KLFR&EMS District Mission is to provide exceptional fire protection and emergency medical services c-rfi ienr r and ceusi.etfecri el: without compromising the health or safet■ of residents or personnel. + t.4 KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT *47 Seat I: William A. Andersen; Seat 2: Jena{ fer Miller; Sear 3: Mar! II /heatan: Sea: 4: Mike l dgerton; Seat s: Marilyn Beyer ' 6. NEW BUSINESS 6.A Amendment to District Inter -local Agreement KLVFD Equipment List Theron Simmons reported this was simply a matter of formality for the county to update the Inter -local 1 Agreement Equipment List. Motion: Commissioner Miller made a motion to approve Amendment 1 to the Monroe County ' and KLFR &EMS District Inter -local Agreement Equipment List. This motion was seconded by Commissioner Beyer, and the motion was passed unanimously by the Board. 6.B. Motion/Approval: KLVFD Travel Requests for the FDIC Instructor's Conference in the amount of $10.950.22 The District Clerk provided information regarding the Conference and certifications. The ' Commissioners discussed room rates, the number of rooms, mileage, carpooling, parking, registration and per diem. Chief Garcia guaranteed the commissioners there would be no overtime for the convention attendees or the staff remaining at the station. 1 Motion: Commissioner Edgerton made a motion to approve the Travel Requests with the following changes: three rooms instead of four, a better rate of $150.00 x 3 = $2,250.00, 1 carpooling and only having one mileage rate and one parking fee. Registration and per diem will remain the same. This motion was seconded by Commissioner Wheaton. The vote for the motion was as follows: ' Commissioner Beyer No Commissioner Edgerton Yes ' Commissioner Miller Yes Commissioner Wheaton Yes Commissioner Andersen Yes 1 7. FINANCIAL REPORT 7.A. District Financial Report December 2010 ' Jennifer Zimmer reported that at the end of December 2010 the District should be at 25% of the budget. The District has already received $1,340,575.91 (73.1 %) of the income from Ad Valorem taxes. The District Board's expenses are at 30 %. The overage is due to the upfront costs for insurance, tax collector fees and property appraiser fees. The KLVFD expenses are 20 %. The KLVAC expenses are 16.7 %. The Corps station supplies are at 83.1% of budget. The total District expenditures through December 31, 2010 are $564.350.74, which is 20.3% of the total budget. 8. LEGAL COUNSEL REPORT Theron Simmons did not have any new items to report to the Board. ' 9. EMS DEPARTMENT REPORT 9.A. KL VAC Status Report 12/31/10 Ronnie Fell reported the truck is back, and the Corps did not have any problems last week. All four trucks are up and running. When the new ambulance arrived, the Corps will dispose of the oldest one. 1 The I:LFR&EMS District Mission is to provide exaco/ ona fire protection and emergency medical services t'1ir ie1nT V and c _ ffectir t without compromising the health or safety of residents or personnel. 1 + -1 t..� ,� KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERV ICES DISTRICT Seat l: William A. Andersen: Sca ?_ Jennifer Miller, Seat 3: Mark Wheaton; Seat 4: Mike Edgerton: Seat 5: Marilyn Bever nza2r% I 10. FIRE DEPARTMENT REPORT Chief Garcia reported everything is good. James Griffiths is new Battalion Chief for the department. Jay I Ogden retired, and will continue to volunteer when he is in town. Eight firefighters were promoted to Lieutenant. Four volunteers volunteered over 2,000 hours last year. All of the hydrants are in permitting. Permits should be issued within two or three weeks. April 13 -14 ISO will be coming to review the department. Staffing, hydrants and training are the big issues. I 11. COMMISSIONER'S ITEMS The KLVFD lawsuit was filed yesterday, and it is expected to go to trial in November or earlier. I Commissioner Wheaton stated "This is a multi - million dollar company, and we need someone to administer the paperwork. There is a lot of paperwork, and it will help alleviate the work for the chiefs." Ronnie Fell I reported the Ambulance Corps did address audit problems, and used the audit to improve. Chairman Edgerton reported he was in contact with Jim Angle at the Florida Association of Special Districts (FASD), and that the District will assist with the FASD annual conference with an Honor Guard and a public speaker. I Commissioner Edgerton is meeting with the departments on the contracts. Jennifer Miller requested the commissioners receive an update if there are any questions. Commissioner Edgerton requested the commissioners provide any input regarding the contract to Theron Simmons. Commissioners may visit the I fire department anytime if they have questions. 12. ADJOURN ' ' Commissioner Wheaton made a motion to adjourn at 7:35 p.m. Next Scheduled Meetinj': I February 28, 2011 March 14 and March 28, 2011 I Documents: 110110 District Meeting Minutes 110121 District Meeting Minutes 110207 Amendment to Inter -local Agreement KLVFD Equipment Report I 110201 KLVFD Travel Requests 101231 District Financial Report 110131 KLVAC Status Reports 1 1 1 1 1 I The KLFR&EMS District Mission is to provide Acep•reuta fire protection and emergency medical services c. =ffi _ienrt. and r c -te: rr. ei' without compromising the health or safety of residents or personnel. + 4R h ,`p KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT " Seat 1: William A. Andersen: Sew 2: Jennifer Miller; Scat 3: Marl; Wheaton: Seat 4: MikeEdgertnn: Seat 5: Marilyn Bever 1 DISTRICT MEETING FEBRUARY 28, 201 1 — FINAL 1 1. AGENDA 1.A. Call to Order I Chairman Andersen called the meeting to order at 6:00 p.m. Also present were: Donald Bock, Vicky Fay, Ronnie Fell, Sergio Garcia, Mike Jenkins, Tara Morris, Theron Simmons, Dirk Smits and Jennifer Zimmer. The meeting was held at Station #24. I LB. Pledge ofAlleiance Commissioner Andersen led the Pledge of Allegiance. 1 1.C. Roll Call Vicky Fay called the roll. The following Commissioners were present: William Andersen, Mike I Edgerton, Jennifer Miller and Mark Wheaton. Marilyn Beyer was absent due to work. There was a quorum. 1 2. APPROVAL OF AGENDA & MINUTES 2.A. Approval of Azenda 1 Motion: Commissioner Edgerton made a motion to approve the meeting agenda. This motion was seconded by Commissioner Miller, and the Board unanimously passed the motion. 2.B. Approval of Minutes I 2.B.1 District Meetinji Minutes February 7, 2011 I Motion: Commissioner Miller made a motion to approve the February 7, 2011 District Meeting Minutes. This motion was seconded by Commissioner Edgerton, and the motion was passed unanimously by the Board. I 3. CHAIRMAN'S REPORT There were no new items reported by the Chairman. 1 4. SECRETARY'S REPORT There was no Secretary report. I S. PUBLIC COMMENT The following individuals addressed the board regarding Item 6.B.: Jackie Harder, Sue Heim, Pauline Klein, and Kay Thacker. I 6. OLD BUSINESS 6.A. 20% Reimbursement Requirement 1 This item was postponed, and should be carried forward to the next meeting. 1 I The KLFR&EMS District Mission is to provide (u elrtionai fire protection and emergency medical services d cierrtt, and eo . r trecri r i- wirhour rompmmising the health or safety of residents or personnel. ,1,' KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT , ' ,' Seal I : William A. Andersen: Seat 2 : Miller, Sear.?: Mark Wheaton: Sent 4: Mike Edgerton: Seat 5: Marilyn Beyer tom m 1 6.B. Discussion: District Administrator Job Duties Tara Morris revised the job description to include a more detailed description of duties. Commissioner Edgerton expressed a concern the description shows part-time to full -time. Full -time will be stricken I from the job description. Benefits will be discussed during the negotiation stage. Salary and benefits will not exceed $40,000. Commissioner Miller recommended an at -will package with a 90 day probation period. The District expectation is for 25 -30 hours per week with a presence of one 8 hour day in each I fire department and ambulance corps with one other day for meetings and other things. Chairman Andersen requested a statement be added to the job description for the District Administrator to encourage and enhance volunteerism within the department. 1 Ms. Morris will revise the job description for the next meeting. I 6.C. Update KLVFD & KLVAC Contract Status Mr. Simmons will incorporate changes into the contract. The changes will be subject to the Department and the District Board approval. KLVAC will provide an office for the contract administrator. Both I departments would like long -term agreements; however, District Counsel recommended 3 years that will automatically renew for another 3 years, but with the ability for either party to terminate the contract without cause upon reasonable notice. Termination without cause upon 60 days notice, with a requirement to mediate within 30 days of such notice. I The District Clerk will advertise a workshop on March 21, 2011 to di scuss the contracts. s. I 7. NEW BUSINESS 7.A. Approval/Motion: KLVAC Sewer Lateral Hookup PO All Southern Trucking and Bobcat $12,280 I Motion: Commissioner Wheaton made a motion to approve the Purchase Order to All Southern Trucking and Bobcat in the amount of $12,280 for the Sewer Lateral Hookup at the Ambulance Building. This motion was seconded by Commissioner Edgerton, and the Board unanimously passed I the motion. 7.B. Approval/Motion: KLVAC Purchase & Disposition of Ambulance I The Corps added two cabinets to the ambulance. Legal Counsel will review the Sheriff's Specification/ Bid. Trade -in's must go out for bid if over $5,000.00. Commissioner Wheaton recommended the District go to Ambulance.com for a bid. I Motion: Commissioner Edgerton made a motion to postpone the purchase of the ambulance. This motion was seconded by Commissioner Wheaton, and the motion was passed unanimously by the Board. I Motion: Commissioner Edgerton made a motion to surplus the ambulance. This motion was seconded by Commissioner Wheaton, and the Board unanimously passed the motion. 1 8. FINANCIAL REPORT 8.A. District Financial Report 1/31/11 I At the end of January, the District is through 33.33% of the 2010 -2011 budget year. District expenses are at 33.2 %. The Fire Department Unemployment Tax expense is high due to paying five quarters of unemployment tax filings (UTC 6). The KLVFD expenditures are at 25.5 %, and the KLVAC expenses I are at 22.4 %. The overall District expenditures at the end of January are 25.6 %. I The KLFR&EMS District Mission is to provide cAreptiona ; fire protection and ernergencr medical services di/eve-nu; and cosy e cerrtcrr without compromising the health or safety of residents or personnel. w1 L4 KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT ` Seat 1: %111tanr A, Andersen: Seat 2: Jennifer Miller; Seat 3: Mark Wheaton: Seat 4: Mike Edgerton: Seat S: Marilyn Beyer 1 9. LEGAL COUNSEL REPORT Legal Counsel did not have any other items to report to the District Board. 10. EMS DEPARTMENT REPORT 1 The Ambulance Corps has a new board member, Scott Robinson. There is a problem with the ambulance again, and the company is very aware of the problem. I 11. FIRE DEPARTMENT REPORT Three firefighters (2 drivers) were hired by the City of Miami and one firefighter was hired by Ocean Reef. They would like to remain as volunteers. 1 12. COMMISSIONER'S ITEMS The Commissioners did not have any new items to bring to the Board. 13. ADJOURN Commissioner Wheaton made a motion to adjourn at 7:36 p.m. 1 l Next Scheduled Meetinz: March 14, 2011 District Meeting March 21, 2011 District Workshop March 28, 2011 District Meeting Documents: I 110207 District Meeting Minutes 110228 District Administrator Job Description 110228 Legal Counsel Report I 110215 KLVAC Purchase Order (All Southern Tracking $12,280) Sewer Lateral 110211 KLVAC Ambulance Purchase/Trade -in 110228 KLVAC Sheriff's Bid Specification #04 — Type III Ambulance I 110131 District Financial Report 110131 KLVAC Financial Report 110131 KLVFD Performance Report I 110131 KLVFD Financial Report 1 1 1 1 1 I The KLFR&FMS District Mission is to provide _aec'p;ionci fire protection and emergency medical service' (ffi _wnri and cos`-dYecrri ('lv without compromising the health or safety of residents or personnel. + 0 '4 KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT Seat 1: William A.Andersen: Seal 2: Jennifer Miller, Seat 3: Mark Wheaton: Seat 4: Mike Edgerton: Seat 3: Marilyn Beyer 1 DISTRICT MEETING MARCH 21 , 20 1 1 — FINAL 1 1. AGENDA I.A. Call to Order ' Chairman Andersen called the meeting to order at 6:03 p.m. Also present were: Donald Bock, Vicky Fay, Ronnie Fell, Sergio Garcia, Mike Jenkins, Tara Morris, Theron Simmons, Dirk Smits and Jennifer Zimmer. The meeting was held at Station #24. I.B. Pledge of Allegiance Commissioner Beyer led the Pledge of Allegiance. I.C. Roll Call Vicky Fay called the roll. The following Commissioners were present: William Andersen, Marilyn 1 Beyer, Mike Edgerton, Jennifer Miller and Mark Wheaton. There was a quorum. 2. APPROVAL OF AGENDA ' 2.A. Approval of Agenda Motion: Commissioner Edgerton made a motion to approve the meeting agenda. This motion was ' seconded by Commissioner Miller, and the Board unanimously passed the motion. 3. PUBLIC COMMENT Kay Thacker addressed the Board regarding Public Comment. 4. WORKSHOP ITEMS: 4.A. KLVAC Contract (Version D) Dirk Smits reported that a termination without cause was added to both the Ambulance Corps and Fire Department's contract. The step referencing the organizational change was left in the contract. No paid full or part-time employees other than approved in the budget without district approval. Other changes include: Section 10 "Discipline ": Change to the Corps will notify the District of any actions involving suspension or termination; and the District should approve the creation of any changes or additions to the disciplinary action. ' Section 12: Strike the 2° paragraph. Section 17: Approved. Section 25: Include a stipend for professional services. 1 Section 37: Approved and confirm $1M /$3M is the amount of medical malpractice required by the each department. Section 38: Approve as shown. Section 41: Approve as shown. 1 1 1 The KLFR&EMS District Mission is to provide rrxeepuona, fire protection and emergence medical services tffiet'ntir and cer et eertrri. without mtnpromisin; the health or safety of residents or personnel. .F L4 KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT •~ Sear I: Wiltiom A_ Andersen: Sear 2: Jennifer Miller; Scat 3: Mark WIWa:on: Sent 4: Mike Edgerton: Sew 3: Marilyn Bever 1 ROMP ' 4.B. KLVFD Contract (Version D) Mr. Tobin addressed the Board regarding the important issues of the contract. The termination clause is the most important in the contract. The department wants for cause and not without cause. They ' department would like notice, and a chance to resolve the problem prior to termination of the contract. Other items include: The 5 Whereas: Add which is being discharged by an Inter -local Agreement with the county. ' Section 5: The District wants to keep the approval of the organizational structure. Section 5: Delete the reference to term limits in the lat paragraph of the subsection in both departments. Section 7: Change 30 days to 90 days for both departments. ' Section 7.2: No changes; Section 8 leave as is no changes. Section 9: 2n paragraph, no lesson plan for routine drills versus formal training — add the word formal. Section 11: The District can piggyback on the county contract — this item will be removed from the contract. Section 12 3: Paid employees have joined a union, and delete the step plan from the contract. Section 13: This item will remain the same. ' Section 18: This item will remain the same. Section 19: Remove distribution to the Chamber and place on the website — this change is for both departments. ' Section 21: Receipt of such complaints from the public. Third sentence will be subsequent actions relating to the complaint will be handled according to the procedure. Section 22: No change. Section 28 and Section 29: Breakdowns the insurance by District and department. ' 5. ADJOURN Mike Edgerton made a motion to adjourn at 9:00 p.m. with a second from Mark Wheaton. Next Scheduled Meeting: March 28, 2011 District Meeting ' April 11 & April 25, 2011 District Meetings May 9, 2011 District Meeting May 23, 2011 KLVAC Budget Workshop ' May 23, 2011 District Meeting (if required) June 20, 2011 KLVFD Budget Workshop June 20, 2011 District Meeting ' June 27, 2011 District Meeting (if required) Documents: 110317 KLVAC Contract, Version D 110317 KLVFD Contract, Version D 1 1 1 The KLrR&EMS District Mission is to provide reptr•.rna) fire protection and emerp.enev medical service, r fi rcnr, and COST hi erriz elv without ctnnpromisnu; the health or safety of residents or personnel. 1 4. ° t Q',, KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT Seat 1 Wiliam A, Andersen: Seat 2. Jennifer Miller; Seat 3: Mark Wheaton: Sear 4_ Mike Edgerton: Seats Marilyn Meter 1 DISTRICT MEETING I MARCH 28, 201 1 — FINAL I 1. AGENDA 1.A. Call to Order Chairman Andersen called the meeting to order at 6:00 p.m. I Also present were: Vicky Fay, Ronnie Fell, Sergio Garcia, Tara Morris, Theron Simmons, and Peter Rosasco The meeting was held at Station #24. 1 LB. Pledge of Allegiance Commissioner Beyer led the Pledge of Allegiance. 1 1.C. Roll Call Vicky Fay called the roll. The following Commissioners were present: William Andersen, Marilyn I Beyer, Mike Edgerton, Jennifer Miller and Mark Wheaton. There was a quorum. 2. APPROVAL OF AGENDA & MINUTES I Z.A. Approval of Agenda Motion: Commissioner Miller made a motion to approve the agenda. This motion was seconded by Commissioner Beyer, and the Board unanimously passed the motion. I 2.B. Approval of Minutes 1 2.B.1 District Meeting Minutes March 14, 2011 Motion: Commissioner Edgerton made a motion to approve the March 14, 2011 District Meeting I Minutes. This motion was seconded by Commissioner Beyer, and the motion was passed unanimously by the Board. I 3. CHAIRMAN'S REPORT There were no new items reported by the Chairman. 4. SECRETARY'S REPORT 1 There was no Secretary's report. 5. PUBLIC COMMENT 1 Kay Thacker addressed the Board to request speaking after each agenda item. Dottie Moses addressed the Board regarding the District Administrator position and the without cause statement in the contract. I 6. OLD BUSINESS 6.A. 20% Reimbursement Requirement This item was postponed until the next agenda. 1 1 I The KLFR&EMS District Missior, is to provide t ; r•tttt,ttt h' fire protection and emergency medical services r'flic ietn v and c r}. efrerrttf r _ without compromising the health or safety of residents or personnel. Y� lAac } at " " a KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT a Scat 1: - William A. Andersen: S<,ai 2: Jennifer Miller; Seat is Mark V4 heatnn: ,Sent 4_ Mike Edgerton: Seal 5: Marilyn Beyer ' 6.B. Approval/Motion: District Administrator Hire Barbara Klingensmith declined the position due to personal reasons. Tara Morris contacted the second choice candidate, Bruce Stoll, and he accepted the at -will position with the District. Tara worked with ' him to develop a Salary/Benefit package, which included: Compensation ($36,600), Auto Allowance ($2,800), Health Insurance ($600 - $200 per month until the new premium is established). Motion: Commissioner Wheaton made a motion to accept Bruce Stoll as the new District ' Administrator, approve the Salary/Benefit package, and have Ms. Morris work to establish April 18, 2011 as a start date. This motion was seconded by Commissioner Miller, with the vote as follows: Beyer (Yes), Edgerton (No), Miller (Yes), Wheaton (Yes) and Andersen (Yes). ' 6.C. Update KLVFD & KLVAC Contract Status ' 6.C.1 Fire Department Contract Theron Simmons attended the KLVFD meeting last week, and reported that he feels most of the changes will be incorporated. There is an issue with the termination without cause, and the ' department would like the termination to be slow and with careful consideration. Commissioner Edgerton made and withdrew a motion regarding the contract extension. Andy Tobin addressed the board, and the department would like termination with mediation, and to add a clause with a change to notify in writing, and advertising the meeting. Mr. Tobin distributed a document identifying the department's governing documents. He recommends they be placed in one location with the contract to streamline and simplify the process. The documents could be given to the Administrator, and the Administrator could come back to the board with any recommendations found as a result of the review. Everything else is cosmetic and there were not any other substantial changes to the contract. 1 Theron will need to review the changes and to identify how these changes may affect the District. 6. C.2 Ambulance Corps Contract Theron Simmons attended the KLVAC meeting last week, and reported the Ambulance Corps contract is nearly complete. There will be an addition to the contract regarding fiscal responsibility and the organizational chart. The Corps sees itself as an Independent Contractor, and feels some documents should be reviewed versus approved by the District. Motion: Commissioner Miller made a motion to extend the KLVFD & KLVAC Contract Extensions from March 28, 2011 ending on April 27, 2011. This motion was seconded by Commissioner Wheaton, and the Board unanimously passed the motion. ' 7. NEW BUSINESS 7.A. Review /Approval: Keefe, McCullough & Co. FY 2009 -2010 Audit Report ' Peter Rosasco presented the FY 2009 -2010 Audit Report prepared by Keefe, McCullough & Co. LLP. There were no Significant Audit Findings or difficulties encountered during the audit. The 26 page report included the District's Basic Financial Statements, Statement of Net Assets, Statement of ' Activities and Fund Financial Statements, as well as, other reports of independent auditors. The Total Assets Report on page 7 is the equivalent of an accrual -based balance sheet, and the District's total assets 1 ' The KLFR&EMS District Mission is to provide exceptional fire protection and emergency medical services efii c :rnri' and cress- eftzcrn,e!v without compromising the health or safety of residents or personnel. + .-.G0 f' KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT "{ S eat 1 W Seat 2: Jennifer Miller; Seat 3: Mark Wheaton: Sett 4: Alike Edgerton: Seat 5. Alarihn Beyer I 7.A. Review /Approval: Keefe, McCullough & Co. FY 2009 -2010 Audit Report (Continued) are $6,911,543.00; the total accounts payable is $189,970; and the District's net assets are $6,721.573. Page 13 is the Statement of Revenues, Expenses, Changes in Fund Balance, and Budget versus Actual for the general fund, and shows the expense by program. Page 22 discusses the important of internal I controls over financial reports. The audit did not identify any deficiencies in the District's internal control over financial reporting that were considered material weaknesses. I 7.B. Review/Discussion : KLVAC Protocols The Commissioners, Legal and the Corps discussed the review and approval process of the Protocols prior to being submitted to the District for approval. The KLVAC Protocols are reviewed and approved I by the District's Medical Director. Motion: Commissioner Edgerton made a motion to that the District Medical Director should review I and approve the KL VAC Protocols, and the Protocols should be submitted to the District for review only. This motion was seconded by Commissioner Wheaton, and the Board unanimously passed the motion. 1 7.C. Approval/Motion: KLVFD Reimbursement/Stipend Finance will process the KLVFD Reimbursement package. I 8. FINANCIAL REPORT Peter Rosasco reported the District is currently through 41.7% of the fiscal year, and has received 81.9% of the ad Valorem Tax revenues. The expenses are as follows: District (38.8 %); KLVFD (30.7 %), KLVAC (29.2 %) 1 and the overall District expenses are 31.3% of the total budget. 9. LEGAL COUNSEL REPORT I There were no new items reported by Legal Counsel. 10. EMS DEPARTMENT REPORT ' One truck was involved in a minor accident on March 27 The driver was not hurt; however, he was cited. 11. FIRE DEPARTMENT REPORT I Chief Garcia reported Engine 25 is down, and Squad 24 is at Station 25. The Performance Reports will be placed on the department website. There were three false alarms to the same address. To date, the District has not fined anyone for false alarms. I 12. COMMISSIONER'S ITEMS Commissioner Edgerton distributed the Florida Association of Special Districts Spring Newsletter. There is a section regarding registration for the FASD Conference to be held in Key Largo June 14 -June 16 2011. I 13. ADJOURN Mark made a motion Wheaton to adjourn at 6:59 p.m. 1 (See Next Page) 1 1 I The KLFR&EMS District Mission is to provide e retnionaii fire protection and emer_encv medical services efficiently and cent-effect/vet:: j ithout r_c»npromisint' the health or safety of residents or personnel. 4- 0 LA40 hi "� KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERV ICES DISTRICT " Seri, /: it illunu A. Andersen; Sear 2: Jennifer Miller; Seal 3: Mane Wheaton: Seat 4: Mike £dgert+nn: Seat S: Marilyn Beyer 1 I Next Scheduled Meeting: April 11 & April 25, 2011 District Meetings May 9, 2011 District Meeting May 23, 2011 KLVAC Budget Workshop & May 23, 2011 District Meeting (if required) 1 June 20, 2011 KLVFD Budget Workshop & June 20, 2011 District Meeting June 27, 2011 District Meeting (if required) I Documents: 110314 District Meeting Minutes 110323 KLVFD Contract, Version E I 110323 KLVAC Contract, Version E 110228 Keefe, McCullough & Co. Letter to Commissioners 110228 District Audited Financial Report FY 2009 -2010 1 110401 KLVAC Protocols 1 1 1 1 1 1 1 1 1 1 1 I The KLFR&EMS District Mission is to provide r.rrrp /ionat fire protection and emergency medical services efficiently and crts - cffecri Bits without compromising the health or safety of residents or personnel. KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT Seat l: William A. Andersen : .Seal 2: Jennifer Miller; Scat .i: Mark Wheaton: Sear 4: Mike Edgerton: Seal is Marilyn Bever I DISTRICT MEETING APRIL 1 1, 201 1 — = INAL 1. AGENDA 1.A. Call to Order ' Chairman Andersen called the meeting to order at 6:02 p.m. Also present were: Vicky Fay, Ronnie Fell, Sergio Garcia, Theron Simmons, and Jennifer Zimmer. The meeting was held at Station #24. I.B. Pledge ofAlleRiance Commissioner Wheaton led the Pledge of Allegiance. 1.C. Roll Call ' Vicky Fay called the roll. The following Commissioners were present: William Andersen, Marilyn Beyer, Mike Edgerton, Jennifer Miller and Mark Wheaton. There was a quorum. ' 2. APPROVAL OF AGENDA & MINUTES 2.A. Approval ofAzenda Motion: Commissioner Edgerton made a motion to approve the agenda. This motion was seconded by Commissioner Wheaton, and the Board unanimously passed the motion. 2.B. Approval of Minutes 2.B.1 District Meeting Minutes March 21, 2011 Motion: Commissioner Beyer made a motion to approve the March 21, 2011 District Meeting Minutes. This motion was seconded by Commissioner Edgerton, and the motion was passed unanimously by the Board. 2.B.2 District Meetinj Minutes March 28, 2011 Motion: Commissioner Beyer made a motion to approve the March 28, 2011 District 1 Meeting Minutes. This motion was seconded by Commissioner Edgerton, and the Board unanimously passed the motion. 3. CHAIRMAN'S REPORT The Chairman did not have any new items to report to the Board. 4. SECRETARY'S REPORT 1 There were no new items presented by the Secretary. S. PUBLIC COMMENT No members from the General Public addressed the Board. 6. OLD BUSINESS 1 The KLFR&EMS District Mission is to provide exceptional fire protection and emergency medical services eicienrly and ro.cl- effect =cis' without cnmprotnicinti; the health or safety of residents or personnel. . Ls4g in a `§_ KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT :,° Seat l:' William A. Andersen: Sea! 2: Jennifer Miller: ;Seat 3: Mark Wheaton: Seat 4: Mike Edgerton: Seat 5: Marilyn Bever I 1 6.A. 20% Reimbursement Requirement This item will be carried over to the next meeting. I 6.B. Update KLVFD & KLVAC Contract Status 6.B.1 Fire Department Contract Theron Simmons reported the final Fire Department contract would be distributed this week to the 1 commissioners and the department. Motion: Commissioner Beyer made a motion to postpone the KLVFD contract until the I next meeting. This motion was seconded by Commissioner Wheaton, and the Board unanimously passed the motion. I 6.B.2 Ambulance Corps Contract The KLVAC recommended approval of the contract. 1 Motion: Commissioner Wheaton made a motion to approve the KLVAC Contract This motion was seconded by Commissioner Edgerton, and the motion was passed unanimously by the Board. I Motion: Commissioner Edgerton made a motion to begin the process to purchase the ambulance. This motion was seconded by Commissioner Wheaton, and the Board unanimously passed the motion. 1 7. NEW BUSINESS I 7.A. Review /Discussion: KLVAC Documents 7.A.1 Review/Discussion : KLVAC Organizational Chart I Chief Bock submitted the KLVAC Organizational Chart to the district. 7.A.2 Review/Discussion: EMS Paramedic Hiring Policy I The Corps submitted the Paramedic Hiring Policy to the district for review. This policy was reviewed by HR, Legal Counsel and the Clerk. Staff had no comments. 7.A.3 Review/Discussion: EMT Acceptance Process I The Corps submitted the EMT Acceptance Policy to the district for review. This policy was reviewed by HR, Legal Counsel and the Clerk. Staff had no comments. I 7.B. Motion/Approval: Travel Requests 7.B.1 Commissioner Edgerton (Governor's Hurricane Conference) I Commissioner Edgerton's Travel Request will be revised to remove the mileage. No item was included in the Travel Request for lodging as the Commissioner will stay with his family. 1 7.B.2 Chief Garcia (Governor's Hurricane Conference) There were no changes to Chief Garcia's Travel Request. Motion: Commissioner Wheaton made a motion to approve the Travel Requests for 1 Commissioner Edgerton and Chief Garcia. This motion was seconded by Commissioner Miller, and the motion was passed unanimously by the Board. I The l:LFR&EMS District Mission is to provide crprwnat fire protection and emergency medical services effteientlr and rem c >{ye ctil e v without compromising the health or safety of residents or personnel. 4 - L4i a KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT Sear 1: William A. Andersen: Sear?: Jennifer Miller; Seat 3: Mark 11%heatart: Sear 4: Mike Edgerron: Sear S: Marilyn Bever t 7.C. Motion/Approval: Computer for District Administrator Motion: Commissioner Wheaton made a motion to approve purchasing a computer for the District 1 Administrator not exceed $1,000.00. This motion was seconded by Commissioner Beyer, and the Board unanimously passed he motion. 8. FINANCIAL REPORT No report was presented by Finance. 9. LEGAL COUNSEL REPORT 1 Legal Counsel did not have any additional items to present to the board. 10. EMS DEPARTMENT REPORT ' The ambulance was taken to the Ford Dealer again for repair. The ambulance is under warranty; and the board directed Legal Counsel to write a letter to the dealer, if the problem is not resolved. The Corps reported "All is good" now that the Corps has a contract. The Drug -Free Workforce Policy is the same as the county, and it 1 will distributed to the District for review. The Employee Assistance Program requires a Drug -Free Workplace Policy. 1 11. FIRE DEPARTMENT REPORT The department conducted a five and one -half hour meeting. A lot of things were accomplished. Training will be documented. The department is updating hydrant information prior to the ISO inspection and rating. All hydrants and wells now require GPS coordinates. There was fire on a 39 ft boat, and everything went well, and ' an accident extrication. The department would like the District logo to make an ID badge for the Administrator. The fire department will provide a working space for the Administrator. 12. COMMISSIONER'S ITEMS There were no new items reported by the Commissioners. P 13. ADJOURN Mark Wheaton made a motion to adjourn the Meeting at 6:27 p.m. ' Next Scheduled Meeting: April 25, 2011 District Meetings May 9, 2011 District Meeting May 23, 2011 KLVAC Budget Workshop & May 23, 2011 District Meeting (if required) June 20, 2011 KLVFD Budget Workshop & June 20, 2011 District Meeting June 27, 2011 District Meeting (if required) ' Documents: 110321 District Meeting Minutes 110328 District Meeting Minutes 110406 KLVFD Contract, Version F 110405 KLVAC Contract, Version F 1104_ KLVAC Organizational Chart ' 110300 KLVAC EMS Hiring Policy 110300 KLVAC EMT Acceptance Process 1104_ Travel Request: Commissioner Edgerton 1104_ Travel Request: Chief Garcia 110322 KLVFD BOD Meeting Minutes 02/16/11 ' The. KLFR&EMS District Mission is to provide c. eem,ona! fire protection and emereenc\° medical services :t `c:enth. and .(1s f;errr without c-nrnprntnicinl; the health or safety of residents or personnel. c ,. KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT Seal 1: William A. Andersen: Seat 2: Jennifer Miller Seat 3: Mark Wheaton: Seat 4: Mike Edgenon; Seat 5: Marilyn Bever FLORIDA DISTRICT 1 ' DISTRICT MEETING APRIL 25, 201 1 — FINAL 1 1. AGENDA 1 I.A. Call to Order Chairman Andersen called the meeting to order at 6:00 p.m. ' Also present were: Vicky Fay, Ronnie Fell, Sergio Garcia, James Griffith, Mike Jenkins, William Meehan, Scott LJVVLL Robinson, Theron Simmons, Brice Stoll and Jennifer Zirnrner. The meeting was held at 1 \V Vll Station #24. ' 1.B. Pledge of AlleRiance Commissioner Miller led the Pledge of Allegiance. 1 1.C. Roll Call Vicky Fay called the roll. The following Commissioners were present: William Andersen, Marilyn ' Beyer, Mike Edgerton, Jennifer Miller and Mark Wheaton. There was a quorum. 2. APPROVAL OF AGENDA & MINUTES 2.A. Approval of Agenda Motion: Commissioner Miller made a motion to approve the agenda. This motion was seconded by Commissioner Edgerton, and the Board unanimously passed the motion. ' 2.B. Approval of Minutes 2.B.1 District Meeting Minutes March 21, 2011 ' Motion: Commissioner Miller made a motion to approve the April 11, 2011 District Meeting Minutes. This motion was seconded by Commissioner Beyer, and the motion was passed 1 unanimously by the Board. 3. CHAIRMAN'S REPORT The Chairman did not have any new items to present to the Board. 4. SECRETARY'S REPORT ' There were no new items presented by the Secretary. 5. PUBLIC COMMENT There were no comments from the Public. 6. OLD BUSINESS 6.A. 20% Reimbursement Requirement ' Theron Simmons spoke with Dale Morgado, the FSLA attorney, regarding the requirement. The 20% reimbursement requirement is a guideline versus a rule. Theron expects to have additional information for the next meeting. 1 I The KLFR&EMS District Mission is to provide exceptional fire protection and emergency medical services efficiently and cost- c'ffective1v without compromising the health or safety of residents or personnel. 4, L4� KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT Scat 1: William A. Andersen: Seat 2: Jennifer Miller Sean 3: Mark Wheaton: Seat 4: Mike Edgerton: Seat 5: Marilyn Beyer TOTIUUT fLDISIWI ' 6.B. Update KLVFD & KLVAC Contract Status 6.B.1 Fire Department Contract 1 Both the KLVFD and the Commissioners are glad the contract has been signed. Commissioner Edgerton was commended for working with both legal departments to resolve the issues. Motion: Commissioner Edgerton made a motion to approve the KLVFD Contract for the ' period of April 25, 2011 to April 26, 2014. This motion was seconded by Commissioner Beyer. The Board unanimously passed the motion to approve the contract. 1 7. NEW BUSINESS 7.A. Adopt-A-Charitv (FASD) ' Each year the Florida Association of Special Districts adopts a local charity in the community where they hold their annual convention. Commissioner Edgerton recommended Voices for Florida Keys Children, Inc. This organization provides financial support for the children involved in the Guardian Ad Litem ' Program. Motion: Commissioner Edgerton made a motion to support the selection of Voices for Florida Keys Children, Inc. to the Florida Association of Special Districts as the local charity to adopt for the annual convention being held in Key Largo. This motion was seconded by Commissioner Wheaton. Commissioners Beyer, Edgerton, Miller and Wheaton voted "Yes" with Commissioner Andersen abstained because he is their CPA. The motion 1 was passed. 7.B. BudRet Discussion ' Jennifer Zimmer distributed the Budget Template for preparation of the budget to each department. The KLVAC Budget Workshop will be held on May 23, 2011, and the KLVFD Budget Workshop will be held on June 20, 2011. 7.C. Discussion: Invitation to Negotiate (ITN) Process The District Board previously approved using the ITN Process to purchase the rescue pumper with ' Resolution #11 -001. The committee members selected to participate in the ITN Process are: Commissioner Edgerton, Bruce Stoll, Chief Garcia and Ike Beal. 8. FINANCIAL REPORT 1 Jennifer Zimmer reported the District has received $1,560,065.67 in Ad Valorem Taxes and Interest, which is 83.5% of the budgeted income. The expenditures are as follows: District Board $153,670.03, KLVFD $667,041.35, and KLVAC $238,429.69, which is 47.8 %, 38 %, and 34% of the budget respectively). The total year -to -date expenditures are $1,059,140.97, which is 38.1% of the budget. 9. LEGAL COUNSEL REPORT 1 There were no new items reported by Legal Counsel. 10. EMS DEPARTMENT REPORT ' Ronnie Fell reported the truck is going back to the dealership. Legal will become involved if another problem occurs. There was a community drill, and Ocean Reef, KLVFD and KLVAC participated. The Boy Scouts were the victims, and they received a Merit Badge for participation in the drill. The drill went very well, and after the drill there was a cookout. ' The KLFR &EMS District Mission is to provide cxceptiond fire protection and emergency medical services cffweentii and cos e,ffecaivelr without compromising the health or safety of residents or personnel. 5 � A � 0 H.dlt� � ^'tea . KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT + : i4:0 ;7, Seat 1: William A. Andersen: Seat 2: Jennifer Miller; Sear 3: Mark Wheaton: Seat 4: Mike Edgerton: Seat 5: Marilyn Beyer 1 naRIw, I 11. FIRE DEPARTMENT REPORT The Mass Casualty Incident Drill went hand in hand with the ISO evaluation, and there will be another inter- departmental drill. The ISO evaluation is scheduled for April 26 and April 27 The last rating was 5.9, and I the Department is working to achieve a rating of 4. Chief Garcia thanked the staff involved in preparing for the evaluation: Linda, Eric, David, Phil and many volunteers. There were about 50 wells missing from the county well report. The GPS coordinates are being identified for each well. Fire hydrants pump 500 gallons per minute, but the wells can pump 1,000 gallons per minute. Chief Garcia is working with Brittany on the I Burn Ordinance. He is looking into the feasibility of having a District Fire Marshall. This is currently being handled by the County per the Inter -local Agreement. There is a meeting Thursday night to approve the By- Laws. I 72. DISTRICT ADMINISTRATOR REPORT Bruce Stoll reported that he is meeting with the departments, and working with the District Clerk to develop a 1 list of projects. 13. COMMISSIONER'S ITEMS I There were no items presented by the Commissioners. 14. ADJOURN I Commissioner Wheaton made a motion to adjourn the Meeting at 6:30 p.m. Next Scheduled Meeting. May 9, 2011 District Meeting I May 23, 2011 KLVAC Budget Workshop & May 23, 2011 District Meeting (if required) June 20, 2011 KLVFD Budget Workshop & June 20, 2011 District Meeting June 27, 2011 District Meeting (if required) 1 Documents: 110411 District Meeting Minutes I 110412 KLVFD Contract, Version F 110425 KLVAC & KLVFD Budget Template 110331 District Financial Report I 110331 KLVAC March Reports 1 1 1 1 1 1 I The KLFR &EMS District Mission is to provide exceptional fire protection and emergency medical services cficicnth and co 1 c f ectively without comprotntsinj the health or safety of residents or personnel. 1 . 0 Lir,4, KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT I -- - -, Seat 1: William A. Andersen: Seat 2: Jennifer Miller : .Sean _is Mark Wheaton: Seat 4: i e Edgerton; Seat 5: Marilyn Bever 1 I KEY LARGO FIRE & EMS DISTRICT BOARD BUDGET WORKSHOP MEETING 1 May 23, 2011 — FINAL I 1. AGENDA 1.A. Call to Order Chairman Andersen called the meeting to order at 6:02 p.m. 1 Also present were: Vicky Fay, Ronnie Fell, Sergio Garcia, James Griffeth, William Meehan, Scott Robinson, Theron Simmons, Bruce Stoll and Jennifer Zimmer. The meeting was held at Station #24. I 1.B. Pledge ofAlleriance Commissioner Wheaton led the Pledge of Allegiance. I LC. Roll Call Vicky Fay called the roll. The following Commissioners were present: William Andersen, Marilyn Beyer, Mike Edgerton, Jennifer Miller and Mark Wheaton. There was a quorum. I I.D. Approval of the Aj enda I Motion: Commissioner Beyer made a motion to approve the agenda. This motion was seconded by Commissioner Edgerton, and the Board unanimously passed the motion. I 2. Public Comment No members from the General Public addressed the Board. I 3. Discussion: KLVAC 2011 -2012 Proposed Budget The Corp and Commissioners discussed the proposed budget accounts as follows: I 120 Regular Salaries & Wages was decreased by $1,000 because the Corps expects to receive an additional $1,000 of EMS Income. 121 Volunteer Reimbursement was increased by $39,594. This projected increase would occur if the department needs to calculate reimbursement on the minimum hourly wage. 1 140 Overtime wages remains the same. 210 Employer Payroll Taxes were increased by $1,241 if the department needed to pay minimum wage. 220 and 230 Retirement Contributions and Life & Health Insurance remains the same, and includes I Retirement and Unemployment for the Administrative position and Disability Insurance for all members. 240 Worker's Compensation was decreased by $520 as the insurance was slightly reduced. The coverage remains the same. 1 I The KLFR &EMS District Mission is to provide exceptional fire protection and emergency medical services efficiently and co st- effectively without compromising the health or safety of residents or personnel. I KLFR &EMS District, P. O. Box 371023, Key Largo, FL 33037 -1023 , M =a,,6 KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT ntt 4 , Seat 1: Willi/an A. Andersen: Seat 2:Jennifer Miller; Seat 3: Mark Wheaton: Seat 4: Mike Edgerton: Sear 5: Marilyn Bever � r 1 ' 3. Discussion: KLVAC 2011 -2012 Proposed Budget (Continued) 250 Unemployment Tax (State/Federal) was increased by $20. ' 312 Medical Director Services will remain the same. 320 Financial and Accounting Fees was increased $8,000 for legal. This is a stipend for legal, and the Board requested the Corps lower the legal fees to $5,000. 400 Travel & Per Diem was increased by $500 as two people requested attending the expo this year. ' 410 Phones (Station & Cell) was decreased by $100. 411 Advertising was reduced by $1,300.00 because no bids will be advertised this fiscal year. 412 Postage & Freight was decreased by $250. 430 Utilities was slightly increased by $200. The Board expressed concern this may not include enough for the sewer usage. 440 Equipment Rental (02 rental bottles) was decreased by $500. ' 450 Insurance & Risk Management Both departments will need to budget for employee wage and hour insurance (employment practices and liability) insurance was decreased by $2,198. The existing policies coverage was not changed. Theron Simmons was directed to obtain a quote for both departments. 460 Repair and Maintenance (Equipment) remains the same. 461 Repair and Maintenance (Buildings) were increased by $13,400 to power clean and paint the building. - The Dept. will add $5,000 based on the quote received today. 462 Repair and Maintenance (Vehicles) were increased by $5,000 to add additional cabinets. This is a capital expense. 470 Printing and Binding was reduced by $2,500 because the protocols will not have to be printed. 490 General Departmental (Miscellaneous Expenses) was increased by $1,890 to add an Employee ' Assistance Program, which is piggybacked on to the county program.(45 people approximately $1.91 per member per month). The Computer Repair & Maintenance expenses were increased by $1,000, and the bank fees were removed. It is projected the Wastewater District assessments will remain the same. 491 Training and Education was decreased by $4,800.00 as the Advanced Airway Class and the Zoll Tablet were expenses reduced. 510 Office Supplies was increased by $200. ' 520 Operating Supplies (Station Supplies/Uniforms and Medical Supplies) was increased by $10,000 primarily for medical and station supplies. 522 Fuel (Diesel) was increased by $6,000 due to increased fuel costs. ' 524 Medicine & Drugs was increased by $6,000. Commissioner Miller recommended looking into spoilage of medications. Out -dated narcotics are returned to the manufacturer. 540 Dues and Subscriptions remain the same. 620 Capital Outlay (Buildings) was decreased by $16,000 as the sewer lateral was a one -time charge; however, the department is obtaining information to modify the classroom area. 640 Capital Outlay (Equipment) was increased by $10,629 to purchase an inventory system (required by the District Contract) and to obtain airway training mannequins. These mannequins have a neck and head (one ' is an adult and one is an infant). They can be treated as a real person, and allow training of more complicated medical procedures. 641 Capital Outlay (Vehicles) was decreased by $135,000 as no ambulance will be purchased this fiscal year. The KLFR &EMS District Mission is to provide exceptional fire protection and emergency medical services efficiently and cost - effectively without compromising the health or safety of residents or personnel. KLFR &EMS District, P. O. Box 371023, Key Largo, FL 33037 -1023 LAN 4 .: KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT ' Sew 1: Milian! A. Andersen: Seat 2: Jennifer Miller: Seat 3: Mark 14 heaton: Shat 4: MiLe:Edgerton: Seat S: Marilyn Beyer 1 ' 3. Discussion: KLVAC 2011 -2012 Proposed Budget (Continued) Motion: Commissioner Miller made a motion to approve the preliminary KLVAC 1 FY2011 -2012 Budget. This motion was seconded by Commissioner Edgerton, and the Board unanimously passed the motion. 4. Adjourn Commissioner Wheaton made a motion to adjourn a 6:47 p.m. DOCUMENTS: ' 2011 -2012 Proposed KLVAC Budget Proposed Training Budget Proposed Volunteer Reimbursement Proposed Inventory Control System 1 1 1 1 1 1 1 1 1 1 The KLFR &EMS District Mission is to provide exceptional fire protection and emergency medical services efficiently and cost- efectively without compromising the health or safety of residents or personnel. 1 KLFR &EMS District, P. 0. Box 371023, Key Largo, FL 33037 -1023 +ti X4, ;,A# _. KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERV ICES DISTRICT Sera I: William A.. Andersen: Sear?: Jennifer Milkr; Sear 3: Mark Wheaton: Sear 4: Mike Edgerton: Sear s: Marilyn Beyer 1 MOW I DISTRICT MEETING MINUTES I May 23, 2011 - 7 A/ /4 i,_ I 1. AGENDA I.A. Call to Order I Chairman Andersen called the meeting to order at 6:48 p.m. Also present were: Vicky Fay, Ronnie Fell, Sergio Garcia, James Griffeth, William Meehan, Scott Robinson, Theron Simmons, Bruce Stoll and Jennifer Zimmer. The meeting was held at Station #24. I 1.B. Roll Call Vicky Fay called the roll. The following Commissioners were present: William Andersen, Marilyn 1 Beyer, Mike Edgerton, Jennifer Miller and Mark Wheaton. There was a quorum. 2. APPROVAL OF AGENDA & MINUTES I 2.A. Approval of A!enda Motion: Commissioner Wheaton made a motion to approve the agenda. This motion was seconded by I Commissioner Miller and the Board unanimously passed the motion. 2.B. Approval of Minutes I 2.B.1 District Meeting Minutes April 25, 2011 Motion: Commissioner Miller made a motion to approve the April 25, 2011 District Meeting 1 Minutes. This motion was seconded by Commissioner Wheaton, and the motion was passed unanimously by the Board. 3. CHAIRMAN'S REPORT I The Chairman did not have any new items to present to the Board. 4. SECRETARY'S REPORT 1 There were no new items presented by the Secretary. 5. PUBLIC COMMENT I There were no comments from the Public. 6. OLD BUSINESS I There was no Old Business to discuss. 1 1 I The KLFR&EMS District Mission is to provide exceptional fire protection and emergency medical services csf`i:lentil. and efts ' - ttecrft P1 V without compromising the health or safety of residents or personnel. r al _.. KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT " )±.114 Sear 1: William A.Anrlercen :.Sea: 2 Jennifer Miller; Sear 3: Mark Wheaton: Sear 4: Mike Edgerton; Seat - .i: Marilyn Beyer 1 7. NEW BUSINESS 7.A. Travel Requests FASD) Commissioner Edgerton briefly discussed the FASD Conference. The fees to attend the conference are: 1 attendee $375, 2 " attendee $350, and attendees may attend daily for a charge of $100.00 per day. Motion: Commissioner Wheaton made a motion to approve registration fees as follows: Commissioner Edgerton $375.00, District Administrator $350.00 and Commissioner Miller $200.00 for a total of $925.00. This motion was seconded by Commissioner Beyer, and the motion was passed unanimously by the Board. 7.B. Discussion: Out -of- Service Apparatus The District Administrator discussed placing out -of- service apparatus on the govdeal.com website as ' surplus vehicles. The KLVFD has two out -of- service (Rescue 71 and the old dive - rescue vehicle) apparatus, and the Corps will have the out -of- service ambulance for surplus. If the value is under $5,000, the District may dispose of the apparatus in the most efficient and cost effective manner. If it is over $5,000 then a more formal method of disposition will be required. The Board provided direction for the Administrator to pursue obtaining additional information. 7.C. Approval: Advertising & Meeting Schedule (3 & 4 Ouarters) ' The meeting and advertising schedule was discussed. Motion: Commissioner Beyer made a motion to approve the 3 and 4 Quarter Meeting and ' Advertising Schedules. This motion was seconded by Commissioner Wheaton, and the motion was passed unanimously by the Board. ' 7.D. Approval: New Printer & Disposition of Pager Jennifer Zimmer recommended the District Board consider allowing $2,000.00 in purchases of office equipment and supplies rather than coming before the Board several times to request small purchases. ' This purchase would include a printer, filing cabinet, pager and other office supplies as needed. Motion: Commissioner Beyer made a motion to approve purchasing office equipment and ' supplies for the District Administrator not to exceed $2,000.00. This motion was seconded by Commissioner Wheaton, and the motion was passed unanimously by the Board. t Jennifer Zimmer discussed the older pager Tom Tharp requested to purchase from the District. The final cost (purchase price less depreciation) is $164.28. Motion: Commissioner Beyer made a motion to approve Tom Tharp purchasing the pager from ' the District in the amount of $164.28. This motion was seconded by Commissioner Wheaton, and the motion was passed unanimously by the Board. ' 7.E. Commission on Ethics The Supervisor of Elections has mailed the Financial Disclosure forms to the Commissioners. The new District Administrator is required to complete the Statement of Financial Interests, Form 1, also. ' The KLFR&EMS District Mission is to provide cxcep !olial hire protection and ernergencv° medical services irrk t r , r , and coco -e ffecrrs rir without n comprnrnisrr the health or safety of residents or personnel. .:4"4 I KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT 17-w;4.- ? Sear 1; William A.Andersen: ,Seat 2: Jennifer Miler: Sear 3: Mark Wheaton: Sear 4: Mike Edgerton : .See is Marilyn Beyer 1 8. FINANCIAL REPORT Jennifer Zimmer reported there may be a budget line -item transfer in the future for Accounts 522.120 and 1 522.121.06 for the KLVFD. There may also be a line -item transfer in the future for the Corps for Accounts 526.520 and 526.531. These transfers will not exceed the approved budget. 9. LEGAL COUNSEL REPORT I 9.A. FLSA Litigation Update The Plaintiff has moved to amend the complaint to include the District. The Judge will rule on this in the 1 future. If the Judge rules in favor of the plaintiff, then the District will be served. 10. EMS DEPARTMENT REPORT I Ronnie Fell reported Ford called and said, "the ambulance is ready to be picked up ". The Corps may request the vehicle be delivered to them rather than picking it up. I 11. FIRE DEPARTMENT REPORT Chief Garcia reported the following: The ISO evaluation results are pending. The last ISO evaluation was 1998. ISO indicated they expect a ladder truck to respond to every fire, and not everybody is trained to drive I the ladder truck. ISO wants a third station in the middle of Key Largo. ISO also wants four people per station to respond to each structure fire, and ISO may make it six personnel. If personnel are not state certified, the firefighter's names are removed as responding to the fire. The KLVFD is working to get a 4 rating. The department purchased a turbo draft to put into the water, and send water from the pump and then a 5 I hose may be attached. It is a portable means of water. The turbo drafts cost $2,600 each. ISO will come back to evaluate on how the firefighters are using the turbo draft. The department hopes to get rid of the split ISO rating. A letter will be sent to some of the large commercial businesses to help educate the businesses to I notify their insurance company if they have sprinkler systems. Commissioner Wheaton suggested placing an article in the newspaper. Bill recommended they notify the Chamber. Commissioner Edgerton commended the department in working with ISO. The honor guards participated in funeral services for Dave Roberts, I Kippy Watson. and Russ Andersen. The department is working on a False Alarm Ordinance. The Committee is working on the specification for the Invitation to Negotiate. I 12. DISTRICT ADMINISTRATOR REPORT Bruce Stoll reported that he is working with the department on the ITN process for the rescue pumper. He also attended meetings at each department; and is gathering information on LOSAP Plan. I 13. COMMISSIONER'S ITEMS There were no new Commissioner Items. I 14. ADJOURN Commissioner Miller made a Motion to Adjourn at 7:37 p.m. I Next Scheduled Meeting: June 20, 2011 KLVFD Budget Workshop & June 20, 2011 District Meeting June 27, 2011 District Meeting (if required) 1 (See Next Page) 1 I The KLFR &EMS District Mission is to provide .ire; lrontr;` fire protection and emergency medical services ilfi a nri . and c c s t trecrn c =lv without cxnnprrnrucrn the health or safety of residents or personnel. 1 0ERG ''' KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT _ Sear 1: {William A. Andersen; Seat 2: Jennifer Miller, .Sent 3: Mark Wheaton: Seat 4: Mike Edgerton: Seat 5: Marilyn Beyer 1 sumo i I Documents: 110425 District Meeting Minutes 110523 Travel Requests (FASD Conference) I 110430 District Financial Report 110523 Meeting & Advertising Schedule (3 & 4 Quarters) 110430 KLVAC April Reports I 110510 KLVAC Chief's Report 110331 KLVFD March Reports 110430 KLVFD April Reports 1 1 1 1 1 1 1 1 1 1 1 1 1 , I The KLFR&EMS District Mission is to provide TA fire protection and emergency medical services efficiernir and co v. r ,err f it , . without (tin/promising the health or safety of residents or personnel. "40 11 , *, KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT Sear 1: William A. Andersen: Sear 2: Jennifer Miller; Seat 3: Mark Wheaton: Seat 4: Mike Edgerton: Seat 5: Marilyn Beyer DISTRICT BOARD ' BUDGET WORKSHOP June 20, 2011 - FINAL 1 1. AGENDA 1.A. Call to Order Chairman Andersen called the meeting to order at 6:00 p.m. ' Also present were: Don Bock, Vicky Fay, Sergio Garcia, Mike Jenkins, Scott Robinson, Peter Rosasco, Theron Simmons, and Bruce Stoll. The meeting was held at Station #24. 1.B. Pledge of Allegiance Commissioner Beyer led the Pledge of Allegiance. ' 1.C. Roll Call de Vicky Fay called the roll. The following Commissioners were present: William Andersen, Marilyn Beyer, Mike Edgerton, Jennifer Miller and Mark Wheaton. There was a quorum. 1.D. Approval of Agenda Motion: Commissioner Edgerton made a motion to approve the agenda. This motion was seconded by Commissioner Miller and the Board unanimously passed the motion. OP 2. Public Comment No requests to speak were received from the General Public. 3. Discussion: KL VFD 2011 - 2012 Proposed Budget Mike Jenkins and Chief Garcia said there are not a lot of changes from the current budget. Account 641 Squad 24 is in the budget. This is 3rd year it has been budgeted, and it will be rolled over to FY 11 -12. The tanker is coming up for replacement. The budget is over $62,596 increase from FY 10 -11. The Administrator will obtain the Sheriff's specification for a tanker. Account 120 In FY 10 -11 a 4 paid position was approved for six months. The position has not been filled because the logistics position was filling the driver. This previously approved position was added for 12 ' months. Account 121 This account was changed to add three new accounts within Volunteer Pay. The account now reflects 2 volunteer home shift firefighter drivers, base pay for volunteers, Board of Directors, Stipends, ' Responders and Special Details, and 2 paid driver operator slots (1 per station, 24 /day, 365 days). Commissioner Jennifer requested a copy of a list of the volunteers. 1 This budget proposal includes 5 Volunteers for each Station #24 and Station #25 for 7 am to 7 pm and 7 pm to 7 am, which includes with 1 new paid firefighter. ' The KLFR &EMS District Mission is to provide exceptional fire protection and emergency medical services efficiently and cost - effectively without compromising the health or safety of residents or personnel. KLFR &EMS District, P. O. Box 371023, Key Largo, FL 33037 -1023 1 0I. Aq, KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT I «Sear 1 :William A.Andersen; Sear 2: Jennifer Miller; .Sew 3: Mark Wheaton: Sear 4: Mike Ed crran:.Sea j: Marilyn Bever o 1 tk I 3. Discussion: KLVFD 2011 -2012 Proposed Budget (Continued) Commissioner Beyer requested the fourth paid firefighter position be replaced with two part -time I employees, and Commissioner Miller requested the department review the budget to see what they can do to avoid having a fourth paid position. I The District Administrator will check to identify if the ISO rating will reduce insurance rates. When ISO returns, the fire department, District Administrator and a Commissioner will meet with them. The Commissioners requested a breakdown of the $38,565: I $500 President, $150 Directors, $150 FFI, $175 FF2 and Stipends for Responders $30.00 per call or $15.00 for responding but not working a fire. These are monthly expenses. I Account 240 Worker's Compensation and 450 Risk Management Insurance Company. Linda Newman reported the insurance company expects a 10% across the board increase. Account 320 Accounting went up $3,000. The department has paid the any additional amount over what I the District pays. Account 491 Training (In- House), the department has spent less than $5,800.00 this year. No WET Team training was conducted in FY 10 -11, but is expected to be conducted in FY 11 -12. I The sewer laterals are currently being installed at Station 24, and then the Station #25 laterals will be installed. The information shown in green on the proposed budget are pending additional information. I This budget is a $62,596 increase from FY 10 -11. Peter Rosasco clarified it was actually the 2 year it has been included in the budget. Peter Rosasco will bring a complete budget package including the District, KLVAC and the KLVFD with millage rate information to the next meeting. Commissioner Beyer questioned if some of the FF I classes may be done on line, and the department confirmed that some of the I FF1 classes may be completed on line. 4. Adjourn 1 Commissioner Wheaton made a motion to adjourn the meeting at 7:42 p.m. DOCUMENTS: I 2011 -2012 Proposed KLVFD Budget 3 Tier Coverage System 1 1 I The KLFR &EMS District Mission is to provide exceptional fire protection and emergency medical services efficiently and cost - effectively without compromising the health or safety of residents or personnel. I KLFR&EMS District, P. O. Box 371023, Key Largo, FL 33037 -1023 + Lq/r c0 KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT Seat 1: William A. Andersen: Seat 2: Jennifer Miller; Seat 3: Mark Wheaton: Seat 4: Mike Edgerton; Seat 5: Marilyn Beyer DISTRICT MEETING - June I une 20 2011 - FINAL 1. AGENDA 1.A. Call to Order ' Chairman Andersen called the meeting to order at 7:47 p.m. Also present were: Don Bock, Vicky Fay, Sergio Garcia, Mike Jenkins, Scott Robinson, Peter 1 Rosasco, Theron Simmons, and Bruce Stoll. The meeting was held at Station #24. I.B. Roll Call Vicky Fay called the roll. The following Commissioners were present: William Andersen, Marilyn Beyer, Mike Edgerton, Jennifer Miller and Mark Wheaton. There was a quorum. 2. APPROVAL OF AGENDA & MINUTES 2.A. Approval of Agenda 1 Motion: Commissioner Wheaton made a motion to approve the agenda. This motion was seconded by Commissioner Edgerton, and the Board unanimously passed the motion. 2.B. Approval of Minutes 1 2.B.1 District Meeting Minutes May 23, 2011 Budget Workshop Motion: Commissioner Miller made a motion to approve the May 23, 2011 Budget t Workshop Meeting Minutes. This motion was seconded by Commissioner Edgerton and the motion was passed unanimously by the Board. ' 2.B.2 District Meeting Minutes May 23, 2001 District Meeting Motion: Commissioner Miller made a motion to approve the May 23, 2011 District ' Meeting Minutes. This motion was seconded by Commissioner Beyer and the motion was passed unanimously by the Board. 3. CHAIRMAN'S REPORT The Chairman did not have any new items to present to the Board. 4. SECRETARY'S REPORT There were no new items presented by the Secretary. 5. PUBLIC COMMENT No comments were received from the General Public. 6. OLD BUSINESS No old business was brought to the Board to discuss. 1 ' The KLFR&EMS District Mission is to provide e iceptiona fire protection and emergency medical services efficiently and cost - effectively tivithoui compromising the health or safety of residents or personnel. ,`' KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERV ICES DISTRICT {r Seat 1: William A. Andersen; Seat 2: Jennifer Miller; Sear 3: Mark Wheaton: Seat 4: Mike Edgerton: Seat 5: Marilyn Beyer 1 7. NEW BUSINESS 7.A. District Administrator Phone I The Administrator attended the Florida Association of Special Districts conference last week. One of the topics discussed at the conference was utilizing personal cell phones for business. It was brought to everyone's attention, the entire use of the phone (calls and text messages) are considered 1 public record under the Sunshine Law. Mr. Stoll requested a cell phone to use for District business. The cost through AT &T is $89.99 per month, with an additional $15.00 per month to allow emails. Commissioner Edgerton made a motion to approve purchasing the cell phone for the Administrator, I which was seconded by Commissioner Wheaton. Commissioner Edgerton withdrew his motion. Motion: Commissioner Miller made a motion to approve purchasing the cell phone I through the Fire Department if it is less than $89.99 per month; and if there is not a large setup fee. This will allow the purchase of the cell phone without having to come back to the Board for approval. This motion was seconded by Commissioner Beyer and I the motion was passed unanimously by the Board. 8. FINANCIAL REPORT I Peter Rosasco reported the District is at 66.7 % (2/3) of the way through the FY 10 -11 fiscal year. The District has received 93.4% of the budgeted income, and the District normally received 95 % -97% of the projected income per year. The District Board is well in line of their budget. Some things may look a little high, but they are front -ended accounts; i.e., insurance, etc. Overall the District Board is at 57.8 %. I The Fire Department is also well in line with their budget. Some items may appear to be a little hi Y PP high, but that is due to some items being front ended and some of the small line -items may have exceeded the I budget. Overall the Fire Department shows 46.9 %. This may be a little bit misleading because the budget includes the $445,000 for the apparatus, which has not be used this fiscal year. When the apparatus is factored out they are at 62.8 %. I The Ambulance Corp is slightly over due to items that are front ended or small budget items. The Corps is at 51.7 %. This includes the $135,000 for the ambulance; however, when that is factored out, the I Corps is at about 64 %. When you look at the District and both departments, the overall expenses are at 49.4 %. When the capital I items are subtracted out, the District is overall at 62.3% of the overall budget for expenditures. Finance did a little bit of quick math, and right now the District is showing a surplus of $374,500.00. However, for the next four months the District will only be receiving a small amount of Ad Valorem 1 taxes, and the next four months will represent a time of spending rather than receiving. Based upon our current spending level until the end of the year, the District will result in a deficit of I about $133,000.00, which is much less than the $329,000 that was budgeted. This year the budget will come in better than projected with less of a deficit. II There has been an 8% decrease in the property values over the last couple of years. One of the things the District can do this year to help next year is to really control our spending. If you do not need it, do not spend it. Save it for next year. Basically we need to spend $133,000.00 less so the District will not have 1 to draw from reserves. I The KLFR&EMS District Mission is to provide c ccepriot,a,` fire protection and emergency medical services efl cientl.•. and eo ; -ef toctivei, without compromising. the health or safety of residents or personnel. .,-tip LAgk,6 ' KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT 2 ,;` Seat 1: William A. Andersen: Seat2: Jennifer Miller; Seat 3: Mark Wheaton: Seat 4: Mike Edgerton; Seat 5 : Marilyn Beyer I 8. FINANCL4L REPORT (Continued) Chief Garcia reported the KLVFD has issued a spending freeze the remainder of the fiscal year. The Fire Department overtime is at 97.3 %. Chief Garcia reported there will be additional people I working this weekend to cover Summer Splash, which will be charged for individual hours and fuel costs will be reimbursed. The Fire Department only charges profit organizations. They do not charge non- profit organizations or fundraisers. Peter reported the Corps should budget more for Diesel Fuel account 1 in FY 11 -12. 9. LEGAL COUNSEL REPORT I Theron Simmons requested the Fee Schedule for the District to review. The department will provide the Fee Schedule to the District. I 10. EMS DEPARTMENT REPORT The Corps did not have a report for the District. 1 11. FIRE DEPARTMENT REPORT No report was given by the Fire Department. 12. DISTRICT ADMINISTRATOR REPORT 1 Bruce attended the FASD Conference, and will bring a program to the Commissioners. He received a package from govdeals.com. A meeting has been setup with the County to discuss their self - funded LOSAP plan. He will submit the Invitation to Negotiate to Legal next week. Bruce will also check with I VFIS regarding Worker's Compensation for the District. FEMA/DHS have released a training schedule for the AFG Grant. 1 13 . COMMISSIONER'S ITEMS Jennifer Zimmer congratulated Tom Tharp on receiving certification as a District Official through FASD. Tom recommended the District consider sending the District Administrator to attend the I Certified Manager Course. 14. ADJOURN I Commissioner Wheaton made a motion to adjourn at 8:22 p.m. Next Scheduled Meetin': July 11, 2011 District Budget Workshop (Adopt Proposed Millage) followed by District Meeting July 25, 2011 District Budget Meeting (Final Review of Proposed Budget) followed by District Meeting August 8 and August 22, 2011 District Meetings September 12, 2011 1' Public Hearing followed by District Meeting I September 19, 2011 Final Public Hearing followed by District Meeting October 10 and October 24, 2011 District Board Meetings November 21, 2011 District Board Meeting t December 19, 2011 District Board Meeting • Documents: I 110523 Budget Workshop Meeting Minutes May 23, 2011 110523 District Meeting Minutes May 23, 2011 110531 District Financial Report 1 110531 KLVAC April Reports 110531 KLVFD April Reports I The KLFR &EMS District Mission is to provide except-Iona/ fire protection and emergency medical services cfficientiv and cost- ejiccrovei without compromising the health or safety of residents or personnel. 1 �0 L"PG,0 I KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT Seat 1: William A. Andersen; Seat 2: Jennifer Miller; Seat 3: Mark Wheaton, Seat 5: Marilyn Beyer 1 BUDGET WORKSHOP MEETING MINUTES F LNL JULY 11, 2011 6:00 pm. 1 I 1. AGENDA 1.A. Call to Order ' ' Chairman Andersen called the meeting to order at 6:13 p.m. Also present were: Don Bock, Vicky Fay, Ronnie Fell, Sergio Garcia, Mike Jenkins, Scott Robinson, Peter I Rosasco, Theron Simmons, Bruce Stoll, and Jennifer Zimmer. The meeting was held at Station #24. 1.B. Pledge of Allegiance I Commissioner Andersen led the Pledge of Allegiance. 1.C. Roll Call 1 Vicky Fay called the roll. The following Commissioners were present: William Andersen, Marilyn Beyer, Jennifer Miller and Mark Wheaton. There was a quorum. 1.D. Approval of Agenda I Motion: Commissioner Wheaton made a motion to approve the agenda. This motion was PP seconded by Commissioner Beyer, and the Board unanimously passed the motion. 2. Public Comment I No requests to speak were received from the General Public. 3. Discussion: KLFR &EMS 2011 - 2012 Proposed Budget I Peter Rosasco presented the FY 11 -12 budget. This is first opportunity to look at the FY 11 -12 budget. Peter understood the board adopted the proposed 1.00 mill with Resolution #11 -004. There is one more workshop, two District meetings, as well as, the two public hearings scheduled, where the Board will have the I opportunity to reduce the budget. Rosasco presented a Millage Rate Analysis of the FY 11 -12 budget. The right -hand column of the Millage Rate Analysis presents the 1.00 mill that results in an Ad Valorem Tax I Income of $2,168,758, Interest income of $19,400 and a transfer in of $820,000 for a total income (income /transfer in) of $3,008,158. The total expenditures /transfers out are $3,580.087. The change in fund balance is a negative $571,929. The beginning unreserved fund balance is projected at $668,135. The 1 projected 1.00 mill income and proposed expenditures result in an ending unreserved fund balance of $96,206. Finance recommends the District maintain an ending fund balance of $375,000, which is three I The KLFR &EMS District Mission is to provide °:';'nrioncu fire protection and emergency medical services frica, and coci-: without compromising the health or safety of residents or personnel. I KLFR &EMS District, P. 0. Box 371023, Key Largo, FL 33037 -1023 1 /4 4v o KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERV ICES DISTRICT - Y , Seat 1: William A. Andersen; Seat 2: Jennifer Miller; Seat 3: Mark Wheaton, Seat 5: Marilyn Beyer 3. Discussion: KLFR &EMS 2011 -2012 Proposed Budget (Continued) 1 months of operating expenditures ($125,000 per month). In order to achieve the recommended ending fund balance with a 1.00 millage rate, the District will need to decrease the expenditures by $278,794. I The left -hand column of the Millage Rate Analysis presents a millage rate the same as FY10/11 of 0.789 results in an Ad Valorem Tax Income of $1,711,150, Interest income of $19,400 and a transfer in of $820,000 for a total income (revenue /transfers in) of $2,550,550. The total expenditures /transfers out is $3,580.087. The I change in fund balance is a negative $1,029,537. The beginning unreserved fund balance is projected at $668,135, The projected 0.789 mill income and proposed expenditures result in an ending unreserved negative fund balance of $361,402. Finance recommends the District maintain an ending fund balance of I $375,000. In order to achieve the recommended ending fund balance with the FY 10 /11millage rate of 0.789, the District will need to reduce the expenditures by $736,402. The middle column of the Millage Rate Analysis presents a millage rate at roll back rate of 0.8559, which results in an Ad Valorem Tax Income of $1,856,240, Interest income of $19,400 and a transfer in of $820,000 for a total income (revenue /transfers in) of $2,695,640. The total expenditures /transfers out are $3,580.087. l i The change in fund balance is a negative $884,447. The beginning unreserved fund balance is projected at $668,135. The projected 0.8559 Mill income /expenditures result in an ending unreserved negative fund balance of $216,312. Finance recommends the District maintain an ending fund balance of $375,000. In I order to achieve the recommended ending fund balance with a 0.8559 millage rate, the District will need to decrease the expenditures by $591,312. *" The $820,000 is for the two vehicles for the KLVFD. There are no vehicles allocated for the KLVAC. The last le several years, the District has not funded the Vehicle Replacement Fund. The upper -right hand of the Millage Rate Analysis shows an example of what a $500,000 Key Largo home would pay with the proposed millage rates as follows: 1.00 mill ($500.00), 0.8559 mill ($428.00) and 0.789 ($395.00). This is the first detailed budget compiling the proposed district, both departments, and replacement fund 1 budgets. Commissioner Beyer recommended the District work to achieve roll back. The legal fees include an additional $35,000 for the law suit. The $12,500 previously authorized by the Board I was not for the District, it was for the KLVFD attorney. The budget still needs to be revised to use volunteers for the fourth -paid firefighter position. I Account 630 for the Fire Hydrants doubled because some of the fire hydrants have not been done, and they will go to FY 11 -12. Chief Garcia reported they originally estimated 200 hydrants to be added in the District. I The fire hydrants may have to go out to bid. Peter suggested the District contact the FKAA. An alternative would be to check to see if FKAA could purchase the hydrants. It was suggested that Theron Simmons contact the Aqueduct Authority. 1 I The KLFR&EMS District Mission is to provide cxceptiona% fire protection and emergency medical services efficaenth and c:os7 -eth ctivelr without compromising the health or safety of residents or personnel. KLFR &EMS District, P. 0. Box 371023, Key Largo, FL 33037 -1023 1 1 KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT t� Seat 1: William A. Andersen; Seat 2: Jennifer Miller; Seat 3: Mark Wheaton, Seat 5: Marilyn Beyer 1 3. Discussion: KLFR &EMS 2011 -2012 Proposed Budget (Continued) Rosasco needs to rework the vehicle and equipment fund before the next meeting. The Vehicle Fund Balance will be approximately $1,200,000 after the $820,000 is transferred in for the two vehicles and the $300,000 is ' transferred out of the fund. He also suggested the District contact the County regarding the Infrastructure Funds. Theron Simmons will follow -up with the County regarding the Infrastructure Funds. Commissioner Miller requested information on leasing vehicles. Rosasco reported that after replacement of the ladder truck there are only two more big ticket items. The District will be looking good after 2013 and better after 2016. Chief Garcia will check to see if the Fire Department can get one more year out of the tanker. Commissioner Beyer requested the Administrator determine if the tanker can be refurbished. Chairman Andersen recommended the District should try to achieve roll back. 4. Adjourn dr Commissioner Wheaton made a motion to adjourn at 7:11, which was seconded by Commissioner Beyer. The motion was unanimously passed by the Board. DOCUMENTS: 2011 -2012 Proposed KLFR &EMS District Budget Millage Rate Analysis FY 11/12 Budget 1 1 1 t The KLFR &EMS District Mission is to provide exceptional fire protection and emergency medical services efficicrrrir and cost - effectively without compromising the health or safety of residents or personnel. KLFR &EMS District, P. 0. Box 371023, Key Largo, FL 33037 -1023 LA, r &4iF KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT :Cc Seat 1: William A. Andersen; Seat 2: Jennifer Miller; Seat 3: Mark Wheaton, . Seat 5: Marilyn Beyer is DISTRICT MEETING MINUTES —FINAL July 11, 2011 .. 1. AGENDA 1.A. Call to Order Chairman Andersen called the meeting to order at 7:20 p.m. Also present were: Don Bock, Vicky Fay, Ronnie Fell, Sergio Garcia, Mike Jenkins, Scott Robinson, Peter Rosasco, Theron Simmons, Bruce Stoll, and Jennifer Zimmer. The meeting was held at Station #24. 1.B. Roll Call Vicky Fay called the roll. The following Commissioners were present: William Andersen, Marilyn Beyer, Jennifer Miller and Mark Wheaton. There was a quorum. 2. APPROVAL OF AGENDA & MINUTES Z.A. Approval of Agenda Motion: Commissioner Miller made a motion to approve the agenda. This motion was seconded by Commissioner Beyer. The Board unanimously passed the motion. 2.8. Approval of Minutes 2.8.1 District Meeting Minutes June 20, 2011 Budget Workshop Motion: Commissioner Miller made a motion to approve the June 20, 2011 Budget Workshop Meeting Minutes with one change. This motion was seconded by Commissioner Beyer, and the motion was passed unanimously by the Board. 2.8.2 District Meeting Minutes June 20, 2011 District Meeting Motion: Commissioner Wheaton made a motion to approve the June 20, 2011 District Meeting Minutes. This motion was seconded by Commissioner Beyer, and the motion was passed unanimously by the Board. as 3. CHAIRMAN'S REPORT Chairman Andersen did not have any new items to present to the Board. 4. SECRETARY'S REPORT There were no new items presented by Commissioner Beyer. 5. PUBLIC COMMENT No requests to address the Board were received from the General Public. OD The KLFR &EMS District Mission is to provide c.vceptional fire protection and emergency medical services efhcientiv and errs, -cftc Lively without compmrnising the health or safety of residents or personnel. + 0 "'to KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERV ICES DISTRICT ' Seat 1: William A. Andersen; Seat 2: Jennifer Miller; Seat 3: Mark Wheaton, Seat 5: Marilyn Beyer 6. OLD BUSINESS There was no Old Business brought before the Board. 1 7. NEW BUSINESS 7.A. Motion /Approval: Resolution #11 -004 The District Clerk read the Motion into the record. A RESOLUTION OF THE KEY LARGO FIRE RESCUE AND EMERGENCY MEDICAL SERVICES DISTRICT BOARD FLORIDA; DETERMINING THE PROPOSED will 4r4F RATE AND THE DATE TIME Anon PLACE FIR THE FIRST AND SECOND BUDGET HEARINGS AS REQUIRED BY LAW: DIRECTING THE CLERK TO FILE SAID RESOLUTION WITH THE PROPERTY APPRAISER OF MONROE COUNTY PURSUANT TO THE REQUIREMENTS OF THE FLORIDA STATUTES AND THE RULES AND REGULATIONS OF THE DEPARTMENT OF REVENUE OF THE STATE OF FLORIDA: AND PROVIDING AN EFFECTIVE DATE. Motion: Commissioner Wheaton made a motion to approve Resolution #11 - 004 to establish a proposed millage rate of 1.00 mill and set the date, time and place for the first and second Budget Hearings. This motion was seconded by Commissioner Beyer, and the motion was passed unanimously by the Board. Final Vote at Adoption: Commissioner Beyer Yes Commissioner Miller Yes ' Commissioner Wheaton Yes Chairman Andersen Yes ' 7.8. Appointment of Commissioner to Fill Vacancy Created by Commissioner Edgerton's Resignation Theron Simmons reported the Board may appoint, but does not have to appoint, a replacement for Commissioner Edgerton. The replacement would be eligible to run in the next election in 2012 to complete the remainder of t he current four -year term. Chairman Andersen suggested asking for resumes from the Public. The applicant should submit a one -page resume to the District Clerk by 5:00 p.m. on Monday, July 18, 2011; and the Clerk will distribute the resumes to the Commissioners. The applicant will have to be duly qualified to fill the seat, and must live within the District. The Commissioners will rank their choice prior to the meeting; and decision will be by majority role. ADJOURN Commissioner Beyer made a motion to adjourn at 6:12 p.m. to convene the Budget Workshop. The motion was seconded by Commissioner Miller. The motion was passed unanimously by to the Board. RECONVENE The meeting was reconvened at 7:15 p.m. 7.C. Length of Service Awards Program ( LOSAP) Bruce Stoll is investigating several options for the LOSAP Plan: Monroe County, and the State Fire Fund (Municipal Police & Firefighter Fund). With the County Plan, the participants would be eligible to receive 1 The KLFR &EMS District Mission is to provide .ce /niona/ fire protection and emergency medical services ctricicnti1 and Lost - effectively withow compmmising the health or safety of residents or personnel. tk4 •• KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERV ICES DISTRICT Seat 1: William A. Andersen; Seat 2: Jennifer Miller; Seat 3: Mark Wheaton, Seat 5: Marilyn Beyer 7.C. Length of Service Awards Program (LOSAP) benefits after ten years. LOSAP is available for Special Districts. It is based upon time, and the .. participants would be eligible to fund. The District does not qualify for the 175/185 fund because the paid personnel do not work directly for the District, they work for a 501c(3). The Administrator will pursue working with the County to see if we can piggyback off of their fund because they have the infrastructure in place for the program, and confirm if the volunteers would qualify to participate in the Municipal Police & Firefighter Fund to identify the best plan for the District. , 7.D. Discussion: Hydrants Theron Simmons contact FKAA to confirm if the District can work with FKAA to purchase the hydrants. - 7.E. Discussion: Govdeals.com Stoll reported the District may use govdeals.com for the surplus vehicles. Govdeals.com will provide guidance on pricing. There is an auction fee of 12.5 %. There are two options: Option 1: The District would pay the fee or Option 2: the buyer would pay the 12.5% or 7.5% auction fee. The Administrator will move forward on selling the surplus vehicles on govdeals.com. 7.F. Discussion: Insurance: Workman's Comp., Unemployment, and Liability) Theron reported the District is not required to have Workman's Comp for only one person; and Unemployment is not required for part-time employees. Jennifer Zimmer will check on the liability insurance. 7.G. Discussion: Line - of - Death Training Bruce Stoll presented the information on the Line -of -Duty Death Training. It is a one -day course to help organizations understand what actions the District should take in the event a firefighter is killed in the line of duty. There is no cost to the District, as the Foundation covers the mileage and lodging. Bruce will attend the course and bring back information for the Commissioners. 7.H. Discussion: AFG Grant Training Assistance to Firefighter's Grant Training will be conducted at Coral Springs on Wednesday, July 11, 2011. Motion: Commissioner Wheaton made a motion to approve the Administrator and the District Clerk to attend the class, and the expenses will include mileage from the Station and lunch. This motion was seconded by Commissioner Beyer. The Board unanimously passed the motion. 7.!. Motion /Approval: Travel Request (Chief Garcia) NIMS ICS Hazard Officer $1,539.14 The Board discussed the training, and Commissioner Miller recommended Chief Garcia travel to the conference on Monday instead of Sunday. This will save the district over $200.00. Motion: Commissioner Wheaton made a motion to approve Chief Garcia attending the ICA F> Hazard Officer Class. The expenses were approved with the exception of Sunday. This motion err was seconded by Commissioner Miller, and the Board passed the motion unanimously. The KLFR&EMS District Mission is to provide c trenrionatl fire protection and emergency medical services effi zentiv and Qsr -cite cuveiv without compmmisinR the health or safety of residents or personnel. 14 0o �• KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT EZr Seat 1: William A. Andersen; Seat 2: Jennifer Miller; Seat 3: Mark Wheaton, * Seat 5: Marilyn Beyer r 8. FINANCIAL REPORT No report was presented by Finance. 9. LEGAL COUNSEL REPORT Theron Simmons reported the District needs to conduct a Closed- Session meeting to discuss the litigation costs concerning litigation between Freeman and the District. A court reporter will need to be present at the meeting. The District Clerk will place the advertising to announce the Closed- Session. •• 10. EMS DEPARTMENT REPORT The ambulance is working and is not leaking, and the new ambulance will be ready around mid August. The permit for the sewer installation has been issued. It will probably be on the southbound side of the building. 11. FIRE DEPARTMENT REPORT Chief Garcia reported things were good on the Operations side. 12. DISTRICT ADMINISTRATOR REPORT Bruce Stoll reported everything has been covered. or 13. COMMISSIONER'S ITEMS No new items were presented by the Commissioners. r 14. ADJOURN Commissioner Wheaton made a motion, which was seconded by Commissioner Miller to adjourn the meeting at 7:41 p.m. This motion was passed passed by the Board. Next Scheduled Meetings: July 25, 2011 District Budget Meeting (Final Review of Proposed Budget) followed by District Meeting August 8 and August 22, 2011 District Meetings September 12, 2011 1 Public Hearing followed by District Meeting September 19, 2011 Final Public Hearing followed by District Meeting October 10 and October 24, 2011 District Board Meetings November 21, 2011 District Board Meeting December 19, 2011 District Board Meeting . Documents: 110620 Budget Workshop Meeting Minutes June 20, 2011 110620 District Meeting Minutes June 20, 2011 rwo 110711 Resolution #11 -004 110711 Travel Request (Garcia) NIMS ICS Hazard Officer $1,539.14 l The KLFR &EMS District Mission is to provide c'.vrcp fire protection and emergency medical services efjr`c ientiv and c•o.si- efkcrivei without compromising the health or safety of residents or personnel. r� ( LA it KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT .40 * a ` Seat 1: William A. Andersen; Seat 2: Jennifer Miller; Seat 3: Mark Wheaton, Seat 4: Tom Tharp and Seat S: Marilyn Beyer i• DISTRICT MEETING MINUTES August 8, 2011 - FINAL 1. AGENDA 1.A. Call to Order us Chairman Andersen called the meeting to order at 6:03 p.m. Also present were: Don Bock, Vicky Fay, Ronnie Fell, Sergio Garcia. Mike Jenkins, Scott Robinson, Peter ■r Rosasco, Theron Simmons, Bruce Stoll, and Jennifer Zimmer. The meeting was held at Station #24. 1.8. Roll Call Vicky Fay called the roll. The following Commissioners were present: William Andersen, Marilyn Beyer, and Mark Wheaton. Jennifer Miller was on vacation. There was a quorum. 1.C. Pledge of Allegiance Commissioner Wheaton led the Pledge of Allegiance. r 2. OATH OF OFFICE Tim Tharp administered the Oath of Office to Commissioner Tharp at 6:05 p.m. or 3. APPROVAL OF AGENDA & MINUTES 3.8. Approval of Minutes 3.8.1. District Meeting Minutes July 25, General Meeting Motion: Commissioner Wheaton made a motion to approve the July 25, 2011 General •• Meeting Minutes. This motion was seconded by Commissioner Beyer, and the motion was passed unanimously by the Board. 3.8.2. District Meeting Minutes July 25, 2011 Budget Workshop Motion: Commissioner Wheaton made a motion to approve the July 25, 2011 Budget iss Workshop Meeting Minutes, which was seconded by Commissioner Beyer. The Board unanimously passed the motion. - 3.B.3. District Meeting Minutes July 25, 2011 District Meeting Motion: Commissioner Wheaton made a motion to approve the July 25, 2011 District .. Meeting Minutes. This motion was seconded by Commissioner Beyer, and the motion was passed unanimously by the Board. r. 4. CHAIRMAN'S REPORT Chairman Andersen did not have any new items to present to the Board. The KLFR &EMS District Mission is to provide e_kcep= i-ri,,f fire protection and emergency medical services efficiently and cost- rfiectivei z without comprrmmising the health or safety of residents or personnel. L.4 KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT Y , Y '{ ; Seat 1: Willi A. Andersen; Seat 2: Jennifer Miller; Seat 3: Mark Wheaton, ° ug�, Seat 4: Tom Tharp and Seat 5: Marilyn Beyer i 5. SECRETARY'S REPORT There were no new items presented by Commissioner Beyer. 6. PUBLIC COMMENT No comments were received from the General Public. 7. OLD BUSINESS .• 7.A. Infrastructure Funds Legal is awaiting a response from Monroe County to discuss the Infrastructure Funds. 7.8. Fire Hydrants Kurt Zuelch will prepare an Inter -local Agreement (ILA) for the District and FKAA for the installation of the fire hydrants, and will forward the ILA to the District for approval. FKAA will send the hydrants out to •• bid. The current bid for the hydrants in Marathon is $6,050.00. 7.C. Tanker Refurbishment Bruce Stoll received the bids from Fire Tech to refurnish the tanker in the amounts of $40,000 and $18,500 (electrical and lighting system). The frame and air conditioning will need to be inspected. Commissioners Tharp and Andersen each recommended obtaining a second bid for the tanker refurbishment from another vendor. 7.D. LOSAP irs Bruce Stoll reported the County is not averse to working with the District for a LOSAP Plan. Bruce will continue gathering additional information. 8. NEW BUSINESS 8.A. Discussion: Budget FY 11 -12 Peter Rosasco reviewed the Millage Rate Analysis Sheet for Roll Back,0 .9000 Mills, and .09250 Mills. The necessary decrease in expenditures to achieve the recommended ending fund balance is $247,006, $154,233 and $101,641, respectively. Draft 3 of the District budget is currently at .9250 mills. District Budget Account 490 (General Departmental): Bill Andersen noted the Tax Collector fees would be reduced if the District achieves roll back. Account 400 (Travel & Per Diem): This account was reduced from $8,000.00 to $5,000.00. KLVFD Acct 230 (Life & Health Insurance): The department will receive a revised insurance estimate next week. Acct 400 (Travel & Per Diem): This account will be reduced from $14,000 to $10,000. Acct 491 (Training): This account will be reduced from $28,400 to $25,000. Chief Garcia reported Instructors are only paid for state - approved training courses that result in a certification. The KLFR &EMS District Mission is to provide excel fire protection and emergency medical services efficiently and cosy c ft'ecrive v without c•ompmmi.sing the health or safety of residents or personnel. c . 4 LA + 0 KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT Seat 1: William A. Andersen; Seat 2: Jennifer Miller; Seat 3: Mark Wheaton, T� Seat 4: Tom Tharp and Seat 5: Marilyn Beyer B.A. Discussion: Budget FY 11 -12 Acct 520 (Operating Supplies): This should be reduced from $78,800 to $70,000. There is currently a ,.. spending freeze in place. Firefighting Gear (gloves, helmets, Nomex hoods and boots). Commissioner Tharp requested a more complete breakdown of the $50,000 be provided to the District before the September budget hearings. Acct 642 (Capital Outlay -Small Tools & Equipment): This item will remain the same. There should be two line items for this account: $5,500 for the HURST tool and $2,000 for the other expenses. Acct 641 (Capital Outlay- (Vehicles): Chief Garcia recommended reducing the tanker from $375,000 to •• $345.000_ There were no changes fnrthe RPCr11P Pumper Acct 121 (Volunteer Pay): The volunteer reimbursement needs to be increased from $448,425 to $492,460: The KLVFD suggested the part-time engineers be paid $8.00 to $10.00 per hour. Chief Garcia will provide a breakdown of the $492,460. Acct 314 (Legal Services): Andy Tobin addressed the Board. Previously the District Board added $35,000 to the District Budget for the lawsuit. Andy Tobin requested $25,000 be added to the KLVFD budget for the KLVFD attorneys, who are working on the lawsuit. The bill for the $12,500 previously approved by the District Board will be added to the Projected Actual, and reduce the fund balance. This item will be changed to $30,000.00. KLVAC Acct 121 (Volunteer Reimbursement): Chairman Andersen requested the KLVAC Board of Directors pay do . be removed from the District Budget. Chief Bock does not receive a stipend being the Chief. The balance will be changed to $142,800. Finance was directed to delete the wording "based on a minimum wage hourly pay" from the budget. Acct 140 (Overtime): The $15,000 budgeted for overtime was reduced to $10,000. This overtime was used for training, logistics and quality assurance. Acct 210 (Employer Payroll Taxes): This should be reduced by $382.50 and also be reduced by $780.00, „ which results in a decrease of $1,162.50. Acct 461 (Repair & Maintenance: Buildings): The Pressure Cleaning was currently budgeted at $5,000. The quote received for the pressure cleaning was $2,300. $2,700 will be removed from this account. Commissioner Beyer questioned if it would more beneficial for the departments to install a separate meter to wash their trucks. Commissioner Wheaton stated the meters cost about $2,500. The meters will need to be plumbed for the outside water area for both Fire Department stations and the Corps. This should significantly reduce the sewer portion of the water bill. Acct 491 (Training): This year training is projected at $12,000 at the end of the fiscal year. The $11,300 will be reduced by $1,500 (Training Equipment) and $1,000 (Misc. Training books). Acct 520 (Operating Supplies): In FY 10 -11, the honor guard did not order any honor guard apparel. This includes 11 sets. Finance was directed to delete the word "increase from the description. Rosasco suggested revising the Vehicle Replacement Fund to reduce the ladder truck to $675,000. This would need to be discussed with the Fire Department. Peter also recommended the District contact the County regarding the Infrastructure Tax. Monroe County would like to allocate 100% of all Infra- structure Taxes for wastewater. If 100% of the Infrastructure Taxes are allocated for wastewater, the District would lose the funds generated in Key Largo for Key Largo infrastructure improvements. The Board directed Theron Simmons to pursue working with the County regarding the Infrastructure Funds. The KLFR &EMS District Mission is to provide :ze;, rzon r fire protection and emergency medical services cfli tentir and cos c ecuvely without compromising the health or safety of residents or personnel. �-� L4 KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT + � Seat 1: William A. Andersen, Seat 2: Jennifer Miller; Seat 3: Mark Wheaton, Seat 4: Tom Tharp and Seat 5: Marilyn Beyer 8.8. Approval /Motion: Memorandum of Understanding (MOU) District and Govdeals.com) Theron Simmons reported this is a straight- forward MOU. Bruce Stoll recommended Option B2. The representative indicated sellers normally receive a higher sale price. If the vehicle is valued at $5,000 or greater, the District will need to advertise in a local paper, even when the vehicle is advertised through govdeals.com. Bruce will continue to investigate the best options for the District. Motion: Commissioner Tharp made a motion to adopt the Govdeals.com Option 82 — for 12 months. This motion was seconded by Commissioner Wheaton. The motion was passed unanimously by the Board. 8.C. Discussion: Burn Ordinance Simmons reported the issue regarding who will perform the permitting needs to be resolved. The Fire ,,. Marshall normally approves the permits, and the Forestry Service approves controlled burns. Commissioner Tharp expressed concern regarding the District assuming responsibility for issuing permits. Theron Simmons will revise the Burn Notice permitting requirements. MS 8.D. Approval /Motion: False Alarm Ordinance Theron Simmons reported the number of fire alarms and the fines to be imposed. The Sheriff's office ., charges for false alarms after seven (7) alarms have been received. The Ordinance will require two public hearings. Theron will research the number of calls and the fines to be imposed, and resubmit the False Alarm Ordinance to the Board. 9. FINANCIAL REPORT There were no new items presented by Finance. 10. LEGAL COUNSEL REPORT Simmons reported The Motion to Dismiss is scheduled for August 10, 2011. 11. EMS DEPARTMENT REPORT The new ambulance has been received. The Corps took it to National Night Out. The newer truck is having radiator issues, and it is 2,200 miles over the warranty. The sewer laterals have been started. 12. FIRE DEPARTMENT REPORT The Fire Department participated in a conference call with the Sheriff's Office and DOT regarding the dump truck accident. DOT expressed appreciation for the handling of traffic during this incident. The ISO Report was received, and ISO will visit in late August to discuss the report. Chairman Andersen will attend the meeting. es 13 . DISTRICT ADMINISTRATOR REPORT Stoll reported everything was reported. ,,. (See Next Page) The KLFR &EMS District Mission is to provide ::xceprirra, fire protection and emergency medical services etli -icnt!! and cos?- ef[ectrvely without compromising the health or safety of residents or personnel. 4 L 4 ° KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT Y + Seat 1: William A. Andersen; Seat 2: Jennifer Miller; Seat 3: Mark Wheaton, .. " Seat 4: Tom Tharp and Seat 5: Marilyn Beyer .r 14. COMMISSIONER'S ITEMS Commissioner Tharp provided information regarding the Cardiac Services webinar. 15. ADJOURN Commissioner Wheaton made a motion to adjourn at 8:56 p.m., which was seconded by Commissioner .r Andersen; and which was unanimously approved by the Board. Next Scheduled Meetings: me August 77, 7011 District Meeting September 12, 2011: 1 Public Hearing followed by District Meeting September 19, 2011: Final Public Hearing followed by District Meeting October 10 and October 24, 2011: District Board Meetings November 21, 2011 District Board Meeting December 19, 2011 District Board Meeting int Documents: 110725 General Meeting Minutes July 25, 2011 it 110725 Budget Workshop Meeting Minutes July 25, 2011 110725 District Meeting Minutes July 25, 2011 110808 FY 11 -12 District Budget (Draft 2) 110808 FY 11 -12 Millage Rate Analysis (Draft 2) 110808 MOU (District w/ Govdeals.com) 110808 Ordinance: False Alarms Si 1 1 1 ' The KLFR &EMS District Mission is to provide exceptional fire protection and emergenev medical services efficicntly and cost- effectivell without compromising the health or safety of residents or personnel. 4'1 "40 KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT Seat 1: William A. Andersen; Seat 2: Jennifer Miller; Seat 3: Mark Wheaton, Seat 4: Tom Tharp, Seat 5: Marilyn Beyer DISTRICT MEETING MINUTES August 22, 2011 - M':L 1. AGENDA 1.A. Call to Order Chairman Andersen called the meeting to order at 6:00 p.m. Also present were: Don Bock, Vicky Fay, Ronnie Fell, Sergio Garcia, William Meehan, Scott Robinson, Theron Simmons, Bruce Stoll, and Jennifer Zimmer. The meeting was held at Station #24. 1.B. Roll Call Vicky Fay called the roll. The following Commissioners were present: William Andersen, Marilyn Beyer, Jennifer Miller, and Mark Wheaton. Tom Tharp was on a business trip. There was a quorum. 1.C. Pledge of Allegiance Commissioner Beyer led the Pledge of Allegiance. 2. APPROVAL OF AGENDA & MINUTES ,,. 2.A. Approval of Agenda Motion: Commissioner Wheaton made a motion to approve the agenda. This motion was seconded by Commissioner Beyer, and the motion was passed unanimously by the Board. 2.8. Approval of Minutes .. 2.B.1. District Meeting Minutes August 8, 2011 Motion: Commissioner Wheaton made a motion to approve the August 8, 2011 District .. Meeting Minutes, which was seconded by Commissioner Beyer. The motion was unanimously passed by the Board. 3. CHAIRMAN'S REPORT Chairman Andersen did not have any new items to present to the Board. as 4. SECRETARY'S REPORT There were no new items presented by Commissioner Beyer. 5. PUBLIC COMMENT There were no comments received from the General Public. 6. OLD BUSINESS The KLFR &EMS District Mission is to provide exr•enrianal fire protection and emergency medical services efficiently and L .' cf rccrivei" without compromising the health or safety of residents or personnel. AMP 0 "4 0 o KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT Seat 1: William A. Andersen; Seat 2: Jennifer Miller; Seat 3: Mark Wheaton, VW Seat 4: Tom Tharp, Seat 5: Marilyn Beyer 6.A. Infrastructure Funds Legal contacted Monroe County to schedule a meeting to discuss the Infrastructure Funds. 6.B. Fire Hydrants There were two changes to the FKAA Inter -local Agreement. FKAA would like to receive funding for the ..r hydrants, prior to purchasing the hydrants, and a five (5)% administrative fee was added. The pricing for the Marathon hydrants was $6,050.00, which would be a total of $60,500 if FKAA can piggyback off of the Marathon Fire Hydrant Contract. The contract will be scheduled for approval at the next District r meeting. 6.C. Tanker Refurbishment .. Bruce Stoll reported he has contacted four companies in South Florida, and will contact one or two more companies. Commissioner Wheaton suggested the companies waive the estimate fees if their company is awarded the contract to refurbish the tanker. .r 6.D. LOSAP The Administrator is awaiting information from the County Fire Chief, and he will contact the actuarial .111 firm regarding the total number of volunteers. 7. NEW BUSINESS 7.A. Approval /Motion: KLVAC Travel Reimbursement Request (Zol! Conference — $3,156.44) Commissioner Miller requested that Travel Reimbursement Requests be submitted prior to traveling rather than after - the -fact. Motion: Commissioner Wheaton made a motion to approve the After- the -Fact Travel Reimbursement Request for Chief Bock and Curtis Teems in the amount of $3,156.44. This motion was seconded by Commissioner Miller, and the motion was passed unanimously by the Board. 7.B. Approval /Motion: KLVFD Budget Line -Item Transfer ($2,000.00) & Approval /Motion: KLVFD Budget Line -Item Transfer ($4,014.00) or Motion: Commissioner Wheaton made a motion to approve two Budget Line -Item Transfer Requests: ✓ 1 Transfer $2,000.00 from Acct 522.121 Volunteer Pay Line Officers to Acct 522.140 to Overtime Wages and 21 Transfer $4,014.00 from Acct 522.121 Volunteer Pay Line Officers to Acct 522.520 . r Unemployment Tax. This motion was seconded by Commissioner Beyer. The Board unanimously passed the motion. 7.C. Discussion: KLVAC Emergency Generator Chief Bock reported the current emergency generator is over 20 years old. Commissioners Wheaton and Beyer recommended the Ambulance Corp submit an AFG Grant to purchase the generator. The KLFR &EMS District Mission is to provide , va c'rt0ruu fire protection and emergency medical services cffzcienti ; and cost cftectz eiv without comnrnmzsino the health or safety of residents or personnel. Lizi o KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT Seat 1: William A. Andersen; Seat 2: Jennifer Miller; Seat 3: Mark Wheaton, ,t Seat 4: Tom Tharp, Seat 5: Marilyn Beyer 1 7.D. Discussion: District Policies & Procedures The Board requested the District Clerk reschedule this item after the Budget Season. 7.E. Discussion: Budget FY 11 - 12. Draft 4 ' Jennifer Zimmer reported with a 0.9250 millage rate, the budget would need to be decreased by $174,596; with a 0.9000 millage rate, the budget would need to be decreased by $227,188, and to achieve the Rollback millage rate, the budget would need to be decreased by $319,961. 1 For exam $5 ple a 01 home at the rnllhark rata ;� oul (n d pay $2Q 00); at 0 9000n is ($45n 00� d "'r' � ` � non h ""` `^ pay W � "'•vv,, at vv mills ($450.00) and at 0.9250 mills ($463.00) in taxes. ' KLVFD Account 240 (Worker's Compensation): The KLVFD there is a 10% increase in Workman's ' Compensation. For the District, Jennifer Zimmer is checking to see if we can use employee leasing for workman's compensation for the District employee. This may also be an option the for departments, Account 121 (Volunteer Pay): This was reduced from $490,000 to $483,700. Commissioner Beyer ' questioned if the volunteers may work 4, 6 or 8 hours. Commissioner Wheaton asked if the part-time firefighters could volunteer. Part-time firefighters can not revert to being a volunteer. The proposed part-time plan will remove volunteers from the volunteer list. Commissioner Miller requested the Fire ' Department make a suggestion for the One Supervisor Firefighter II Drive Operator slot for $78,840.00. Account 230 (Insurance): The Department will pay up to $750.00 for health insurance. Chief Garcia indicated there would be a meeting with the insurance agent within the next couple of weeks. The only t time the insurance may be changed is the month of September. Chief Garcia felt the insurance could be reduced from $36,000 to $24,000. ' Chairman Andersen recommended the Ambulance Corps and Fire Department should look at employee leasing to help reduce the insurance costs for the Departments and District. Jennifer Zimmer will review for the District. ' Account 210 (FICA Taxes): This Includes Accounts 120, 121 and 140. Account 312 (Professional Services): Approximately 25 firefighters will be receiving physicals in t September 2011. Account 320 (Legal Services) is a stipend. Reduce the non - litigation to $500.00. The Litigation will be reviewed in September. Chairman Andersen requested the accounting fees be reviewed. Changes for ' the Accounting Fees will be held until Mike Jenkins negotiates with Keys Accounting. Account 410: Phones, Television & Internet: No changes were made. Account 440 (Rent & Leases): The Department receives a new machine every year. ' Account 460 (Repair & Maintenance: Equipment): The equipment repairs vary from $7,000.00 to $15,000 per year. Account 470 (Printing and Binding): Linda recommended this be reduced to $500.00. ' Account 491 (Training): Some classes were cancelled in FY 2010 -2011. If they cannot be rescheduled, the Department will conduct the classes in FY 2012 -2013. 1 ' The KLFR &EMS District Mission is to provide c_.c"eprion a fire protection and emergency medical services enrreienti\ and cons 'ffecri eiv without compromising the health or safety of residents or personnel. 4 A40 KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT t Seat 1; William A. Andersen; Seat 2: Jennifer Miller; Seat 3: Mark Wheaton, . Seat 4: Tom Tharp, Seat 5: Marilyn Beyer • 1 I Account 630 (Capital Outlay Infrastructure): This was increased by $3,025 for the 5% admin fee for the ILA with FKAA for the fire hydrant installation. Account 520 (Operating Supplies): Commissioner Beyer requested a breakdown of the operating I supplies FY11/12 proposed budget line item of $41,200 for "firefighting gear ". Account 522 (Fuel: Diesel): The account is up. The Projected Actual is $14,566, and the cost of diesel has increased. The proposed FY11/12 budget amount is an approximate 50% increase in this account I from the projected expense. The diesel will be recalculated for both the Fire Department and the Ambulance Corps. Account 640 (Capital Outlay): This is a new power unit. There is a separate account for the inspection of the Hurst tool. Account 462 (Repair & Maintenance: Vehicles): The $6,975 may be removed if there is a new truck. I KLVAC Account 320 (Legal Services): Commissioner Miller requested this item be removed from the budget. This item will be reduced to $500.00. P a 7.F. Approval /Motion: KLVAC Travel Request - $1,491.48 (Fell) I Motion: Commissioner Wheaton made a motion to approve the Travel Request in the amount of $1,491..48 for Ronnie Fell to attend the EMS World Expo. This motion was seconded by Commissioner Miller, and the motion was passed unanimously by the Board. I 7.G. Approval /Motion: District ILA with FKAA for Fire Hydrants Approval of the FKAA Fire Hydrant Contract will be carried over until the next District Meeting. I 7.H AFG Grant Status The District will apply for a grant for the EMS Department for a generator and any other items they I require, the Fire Department has not provided a list to the District of the items to be requested. Chief Garcia indicated that he would like both the District and the Fire Department to apply for an AFG Grant. I 8. FINANCIAL REPORT Jennifer Zimmer reported that the District was 83.33% through the budget year. The District departmental expenditures are at 71.8% of budget. The KLVFD is at 56.6% of their budget, and at 75.8% without the capital I vehicle purchase in the budget, and the Corps is at 62.7% of their budget, and is at 77.6% without the capital vehicle purchase in the budget. I 9. LEGAL COUNSEL REPORT Theron Simmons did not have any new items to report to the Board. I 10. EMS DEPARTMENT REPORT The other ambulance has been sent to EGR for repair. The new ambulance # 73 will be on the road within two weeks. The radios need to be installed. 1 I The KLFR&EMS District Mission is to provide e_rc•eptifinui fire protection and emergency medical services rffi cirntiv and c s E ffrctive1',• wit/tow compromising the health or safety of residents or personnel. I 4 0 L4 A.),, i KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT t + f — Seat 1: William A. Andersen Seat 2: J ennifer Miller Seat 3: Mark Wheaton Seat 4: Tom Tharp, Seat 5: Marilyn Beyer 1 I 11. FIRE DEPARTMENT REPORT There was a fire call at in the area close to Dave Gow's residence, and the department was able to able to respond and save the structure. The Water Team was dispatched recently. 12. DISTRICT ADMINISTRATOR REPORT Bruce Stoll reported he is following up on activities, and will work with the Clerk on the grants. 1 13. COMMISSIONER'S ITEMS No new items were presented to the Board. 1 14. ADJOURN Commissioner Wheaton made a motion to adjourn at 8:40 p.m. This motion was seconded by I Commissioner Beyer, and was unanimously passed by the Board. Next Scheduled Meetings: I September 12, 2011 1 Public Hearing followed by District Meeting September 19, 2011 Final Public Hearing followed by District Meeting October 10 and October 24, 2011 District Board Meetings I November 21, 2011 District Board Meeting December 19, 2011 District Board Meeting I Documents: 110822 District Meeting Minutes August 8, 2011 110822 FKAA Fire Hydrant Inter -Local Agreement (Draft 1) I 110804 KLVAC Travel Reimbursement Request ($3,156.44) 110822 KLVFD Budget Line -Item Transfer Request ($2,000) 110822 KLVFD Budget Line -Item Transfer Request ($4,014) I 110822 FY 11 -12 District Budget (Draft 4) 110822 FY 11 -12 Millage Rate Analysis (Draft 4) 110822 FY 11 -12 KLVFD Reimbursement (3 Tier System) I 110822 KLVAC Travel Request Fell ($1,491.48) 110822 KLFR &EMS District /FKAA ILA (Fire Hydrants) 110731 KLFR &EMS District Financial Report (July) I 110804 KLVAC Monthly Reports 110822 KLVFD Performance Reports 1 1 I The KLFR &EMS District Mission is to provide exceptional fire protection and emergencv medical services efficientiv and cost -t ffectively without compromising the health or safety of residents or personnel. 1 o KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT a Seat 1: William A. Andersen; Seat 2: Jennifer Miller; Seat 3: Mark Wheaton, Seat 4: Tom Tharp, Seat 5: Marilyn Beyer KEY LARGO FIRE & EMS DISTRICT 1ST PUBLIC HEARING SEPTEMBER 12, 201 1 - FINAL AGENDA 1. Call to Order Chairman Andersen called the meeting to order at 6:00 p.m. Also present were: Don Bock, Vicky Fay, Sergio Garcia, Scott Robinson, Theron Simmons, and Jennifer ' Zimmer. The meeting was held at Station #24. 2. Pledge of Allegiance Commissioner Tharp led the Pledge of Allegiance. 3. Roll Call Vicky Fay called the roll. The following Commissioners were present: William Andersen, Jennifer Miller, Tom Tharp and Mark Wheaton. Commissioner Beyer was absent due to family illness. There was a quorum. I 4. APPROVAL OF AGENDA Motion: Commissioner Miller made a motion to approve the agenda. This motion was seconded by Commissioner Tharp, and the motion was passed unanimously by the Board. 5. PUBLIC COMMENT Sue Heim addressed the Board. 6. OLD BUSINESS A. Budget Discussion KLFR &EMS District 2011 -2012 Proposed Budget Jennifer Zimmer presented Draft 5 of the Budget, and the Millage Rate Analysis. There was a correction to EMS Line 320. The transfer in from capital for the vehicles is $783,900.00 with a recommended ending fund ' balance is $375,000.00. The decrease in budget required to meet: Rollback is $298,666.00 ' .9000 Mills is $205,893.00 .9250 Mills is $153,301.00 ' District Acct 514 (Legal Services): Reduce the Non - litigation fees to $50,000.00. ' The KLFR&EMS District Mission is to provide excepziona' fire protection and emergency medical services efficiently and cost-eectively without compromising the health or safety of residents or personnel. KLFR &EMS District, P. 0. Box 371023, Key Largo, FL 33037 -1023 1 LA 4. R oo 14 + KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT I Seat 1: William A. Andersen; Seat 2: Jennifer Miller; Seat 3: Mark Wheaton, Seat 4: Tom Tharp, Seat 5: Marilyn Be 4; P� Y Beyer 1 A. Budget Discussion KLFR &EMS District 2011 -2012 Proposed Budget (Continued) KLVFD 1 Acct 230 (Life & Health Insurance): The department was paying up to $750.00 per month. This has been changed to $500.00 per month per person. Acct 400 (Travel & Per Diem): This item will remain at $5,000.00. Acct 491 (Training): The remaining FY 10 -11 training budget will not be used this budget year. 1 Acct 520 (Operating Supplies): Remove 3 sets of bunker gear ($26,386 for 10 sets of bunker gear). The new balance is $61,886.00. KLVAC 1 No other changes at this time. Ford covered the ambulance repair under the warranty. 1 Acct 524 (Medicine & Drugs): The medicine and drugs are billed at fixed rates. The Corps will review the billing practice. KLVAC Correction 1 Line 320 (Accounting /Financial) should be reduced from $14,500 to $10,000. Commissioner Tharp recommended the following changes, which included 1 changes submitted by the District Administrator: Remove Fire Apparatus Purchases by $150,000.00. Squad 24 can be replaced for $350,000.00 and the tanker for $250,000.00. 1 Reduce the Commissioner's monthly stipend by 25% (from $200.00 to $150.00. per month) and associated payroll expenses by $229.50. Remove $18,500.00 for all travel for District and Departments. 1 Reduce all reimbursements by 25% (Chief, Asst. Chief & Volunteers). This will save $103, 405.00 and $7,910.48 in payroll taxes. 1 Remove the $8.00 driver and the $9.00 driver. This will save $70,080.00 and $5,361.12. Reduce the Ambulance Corps supplies by $10,000. The District will approve additional funds, if required. 1 Reduce the attorney fees for both departments to $1.00 each instead of using taxpayer dollars and give it to a private corporation. Each department attorney worked on the contracts with the Districts. There is no precedent in 1 the County to use taxpayer dollars for a corporation's legal fees. This saves $998.00 1 I The KLFR &EMS District Mission is to provide exceptional fire protection and emergency medical services efficiently and cast- efjectivetr without compromising the health or safety of residents or personnel. I KLFR &EMS District, P. 0. Box 371023, Key Largo, FL 33037 -1023 .t LA KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT I `,, ' . Seat l: William A. Andersen; Seat 2: Jennifer Miller; Seat 3: Mark Wheaton, Seat 4: Tom Tharp, Seat 5: Marilyn Beyer 1 - A. Budget Discussion KLFR &EMS District 2011 -2012 Proposed Budget (Continued) Reduce Fire Dept overtime by $2,000.00. ' Reduce Fire Dept Repairs & Maintenance by $8,175.00. Reduce Fire Dept Training $10,500.00 (In house by $5,000.00 and off site by $5,500.00. ' Reduce Fire Dept Fire Fighting Gear by $10,000.00. Reduce Fire Dept Dues & Subscriptions by $1,000.00. Reduce Corps Repairs & Maintenance *Building by $7,700.00. ' Reduce Corps interior cleaning by $2,000.00. Reduce Corps ClinCon by $2,400.00. Reduce Capital Outlay for Ambulance Cabinets by $5,000.00. ' Remove Capital Outlay for PDA STAT Training Maniken by $9,175.00. If the District adopts the proposal by Commissioner Tharp, this would save the District ' $427,434.10; and decreases the District budget by $8,229.50, Fire Department budget by $228,930.60, Corps by $40,274.00 and Vehicle Replacement Fund Budget $150,000.00 Keeping the same Millage Rate as FY 10 -11, the ending fund balance would be $363,183.00, and the budget would only be $11,817.00 above rollback. B. Resolution #2011 -005: A RESOLUTION OF THE KEY LARGO FIRE RESCUE AND EMERGENCY MEDICAL SERVICES DISTRICT, FLORIDA, ADOPTING THE TENTATIVE LEVY OF AD VALOREM TAXES FOR THE DISTRICT FOR THE FISCAL YEAR 2011 -2012; PROVIDING FOR SEVERABILITY ' AND PROVIDING AN EFFECTIVE DATE. Motion: Commissioner Miller made a motion to establish the FY2011 -2012 ' tentative operating millage rate for the District as 0.9250 mills, which is greater than the rolled -back rate of 0.8559 by 8.07 %. This motion was seconded by Commissioner Wheaton. The vote was taken at 7:39 p.m. as follows: Andersen (Yes), Beyer (Absent), Miller (Yes), Tharp (Yes and Wheaton (Yes). The motion was passed unanimously by the Board. (See Next Page) 1 ' The KLFR&EMS District Mission is to provide exceptional fire protection and emergency medical services cYfficientlr and cost- eftccuveiiv without compromising the health or safety of residents or personnel. KLFR &EMS District, P. 0. Box 371023, Key Largo, FL 33037 -1023 1 ' ' KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT S eat I: W A. Andersen; Seat 2: Jennifer Miller; Seat 3: Mark Wheaton, Seat 4: Tom Tharp, Seat 5: Marilyn Beyer 1 ' C. Resolution #2011 - 006: A RESOLUTION OF THE KEY LARGO FIRE RESCUE AND EMERGENCY MEDICAL SERVICES DISTRICT, FLORIDA, PROVIDING FOR ADOPTION ' OF THE TENTATIVE BUDGET OF THE DISTRICT FOR THE FISCAL YEAR COMMENCING ON OCTOBER 1, 2011, AND ENDING ON SEPTEMBER 30, 2012; PROVIDING FOR SEVERABILITY: AND PROVIDING AN EFFECTIVE DATE. Motion: Commissioner Wheaton made a motion to establish the tentative budget of the District or the fiscal year beginning on October 1 2011 9 l t 1' Y 9 9 2011, and ending on September 30, 2012 in the amount of $5,338,010. This motion was seconded by Commissioner Miller. ion The vote was taken at 7:40 p.m. as follows: Andersen (Yes), Beyer (Absent), Miller (Yes), Tharp (Yes and Wheaton (Yes), and the motion was passed unanimously by the Board. 7. Adjourn Commissioner Wheaton made a Motion to adjourn at 7:41 p.m., and the motion was seconded by Commissioner Miller. I DOCUMENTS: 2010 -2011 Proposed KLVFD Budget (Draft 5, September 2, 2011) 2010 -2011 Millage Rate Analysis Resolution #2011 -005 Tentative Levy of Ad Valorem Taxes Resolution #2011 -006 Adoption of Tentative Budget IMO e 1 1 1 1 The KLFR &EMS District Mission is to provide cxceptiona7 fire protection and emergency medical services efficienti v and cost- ef}ccrivehv without compromising the health or safety of residents or personnel. KLFR &EMS District, P. 0. Box 371023, Key Largo, FL 33037 -1023 •t L44 KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT I + t Seat 1: William A. Andersen; Seat 2: Jennifer Miller; Seat 3: Mark Wheaton, Seat 4: Tom Tharp, Seat .5: Marilyn Beyer I DISTRICT MEETING MINUTES September 12, 2011 - FINAL I 1. AGENDA 1.A. Call to Order Chairman Andersen called the meeting to order at 7:48 p.m. I Also present were: Don Bock, Vicky Fay, Sergio Garcia, iviike Jenkins Scott Theron Simmons g � Robinson, and Jennifer Zimmer. The meeting was held at Station #24. 1 1.8. Roll Call Vicky Fay called the roll. The following Commissioners were present: William Andersen, Jennifer Miller, 1 Tom Tharp and Mark Wheaton. Commissioner Beyer was absent due to family illness. There was a quorum. 2. APPROVAL OF AGENDA & MINUTES 1 1 2.A. Approval of Agenda Commissioner Tharp requested the following two items be added to the agenda. I 7.B. KLVAC County Meeting 7.C. Legal Dept to get a Certificate of Medical Necessity in the Name of the District I Motion: Commissioner Wheaton made a motion to approve the agenda with the addition of Agenda Items 7.8. and 7.C. This motion was seconded by Commissioner Miller, and the motion was passed unanimously by the Board. 2.8. Approval of Minutes 2.8.1. District Meeting Minutes August 22, 2011 I Motion: Commissioner Wheaton made a motion to approve the August 22, 2011 District Meeting Minutes, which was seconded by Commissioner Andersen. The motion was 1 unanimously passed by the Board. 3. CHAIRMAN'S REPORT P Chairman Andersen read Bruce Stoll's Letter of Resignation. r 4. SECRETARY'S REPORT I No report was given. 5. PUBLIC COMMENT There were no comments received from the General Public. I The KLFR&EMS District Mission is to provide c.vccotrona fire protection and emercencv medical services efficiently and cos ctfectrvei- without compromising the health or safety of residents or personnel. 40 IA% KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT I +_ Seat 1: William A. Andersen; Seat 2: Jennifer Miller; Seat 3: Mark Wheaton, Seat 4: Tom Tharp, Seat 5: Marilyn Beyer 1 6. OLD BUSINESS 6.A. Infrastructure Funds Theron Simmons reported that as a result of non - response from the Country regarding the ' Infrastructure Funds, the District will send the County (Bob Schilling) a 164 Inter- Governmental Dispute Letter. This is a statutory requirement. 6.B. Approval /Motion: Inter -local Agreement District w/ FKAA (Fire Hydrants) Theron Simmons reported Draft 2 of the Inter -Local Agreement with FKAA stipulates a 5% Administrative Fee, and payment in advance from the District to purchase the hydrants. FKAA ' hopes to use the existing engineering reports, and would like to piggyback on the Marathon hydrant contract. Chief Garcia will provide information to Theron Simmons so Legal may get with FKAA to ensure the permitting will not stop. Motion: Commissioner Wheaton made a motion to approve Draft 2 of the FKAA Inter- Local Agreement which includes: A 5% Administrative Fee and advance payment from ' the District prior to FKAA purchasing the fire hydrants. This motion was seconded by Commissioner Tharp, and the motion was passed unanimously by the Board. ' 6.C. Tanker Refurbishment Commissioner Tharp reported Hallmark and El are willing to come down to evaluate the tanker, and he hopes to have another vendor evaluate the tanker. 6.D. AFG Grant Status Commissioner Tharp provided an updated AFG Grant status. Submittal to FEMA /DHS of AFG Grants has been slower than normal, and the grant period was extended. 7. NEW BUSINESS 7.A. Resignation of Bruce Stoll, District Administrator The Commissioners agreed to discuss filling the administrator position when Commissioner Beyer returns. Commissioner Wheaton recommended not filling the position. 7.B. KLVAC County Meeting The department indicated a meeting was held with the County Administrator, Fire Chief and Commissioner Murphy. The Board of Directors did not request the meeting, it was a fact - finding mission to see what the funding options were for the KLVAC. Returning the Corps to the County would require a referendum. 7.C. Legal Dept to get a "Certificate of Medical Necessity" in the Name of the District Commissioner Tharp asked if the District needs to apply for a Certificate of Medical Necessity. Theron Simmons will review the requirements for a Certificate of Medical Necessity, and report back to the Board. The State issues the ALS License, and the County will issue to entity. • ' The KLFR &EMS District; Mission is to provide ex c, r4;m ii fire protection and emergency medical services (ffi icnri and i-o.sT-iffectiveiv withour compromising the health or safety of residents or personnel. ' 40 L4 KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT 1 Yt' Seat 1: William A. Andersen; Seat 2: Jennifer Miller; Seat 3: Mark Wheaton, ' Seat 4: Tom Tharp, Seat 5: Marilyn Beyer 1 8. FINANCIAL REPORT Jennifer Zimmer did not have any new items to present to the Board. 9. LEGAL COUNSEL REPORT Theron reported the District has been named in a second Freeman lawsuit. This lawsuit has the same basic allegations that Freeman was an employee. 1 10. EMS DEPARTMENT REPORT Commissioner Wheaton determined the problem was a radiator leak. Theron Simmons will contact Palmetto Ford to have the money refunded to the Corps. 11. FIRE DEPARTMENT REPORT Chief Garcia reported the Illegal Burn and False Alarm Ordinances should be distributed within a month to the Commissioners for their review. 12. DISTRICT ADMINISTRATOR REPORT None. 13. COMMISSIONER'S ITEMS Commissioner Miller requested the October 10 meeting be rescheduled due to the fact October 10 is a National Holiday. 14. ADJOURN Commissioner Wheaton made a motion to adjourn the meeting, which was seconded by Jennifer Miller. Next Scheduled Meetings: September 19, 2011 Final Public Hearing followed by District Meeting ' October 10 and October 24, 2011 District Board Meetings November 21, 2011 District Board Meeting December 19, 2011 District Board Meeting 1 Documents: 110822 District Meeting Minutes August 22, 2011 110822 KLFR &EMS District /FKAA ILA (Fire Hydrants) (Draft 2) 1 The KLFR &EMS District Mission is to provide «..iccptionn/ fire protection and emergency medical services efficientiy and cop-effectively without compmmisin;> the health or safety of residents or personnel. 1 0R KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT I a Seat 1: William A. Andersen; Seat 2: Jennifer Miller; Seat 3: Mark Wheaton, Seat 4: Tom Tharp, Seat 5: Marilyn Beyer 1 KEY LARGO FIRE & EMS DISTRICT BOARD iiiii FINAL PUBLIC HEARING SEPTEMBER 19, 2011 - FINAL I AGENDA 1. Call to Order i ii Chairman Andersen called the meeting to order at 6:06 p.m. Also present were: Vicky Fay, Ronnie Fell, Sergio Garcia, Mike Jenkins, Scott Robinson, Peter Rosasco, Theron Simmons, and Jennifer Zimmer. The meeting was held at Station #24. as 2. Pledge of Allegiance Commissioner Beyer led the Pledge of Allegiance. 3. Roll CaII I Vicky Fay called the roll. The following Commissioners were present: William Andersen, Marilyn Beyer, Jennifer Miller, and Tom Tharp. Commissioner Wheaton was absent. There was a quorum. 1 4. APPROVAL OF AGENDA IP Motion: Commissioner Miller made a motion to approve the agenda. This motion was seconded by Commissioner Beyer and the motion was passed unanimously by the Board. NO 5. PUBLIC COMMENT I Sue Heim and Pauline Klein addressed the Board. 6. PUBLIC HEARING I A. Budget Discussion KLFR &EMS District 2011 -2012 Proposed Budget I Jennifer Zimmer reported the District budget is currently at 0.9250 mills. The ending balance of $240,587, and Finance recommends a fund balance of $ 375,000. To achieve the 0.9250 mill, the decrease required is $134,413. 1 Commissioners requested that Travel Expenses not be submitted after the fact. Jack Bridges addressed the Board. 1 1 The KLFR &EMS District Mission is to provide exceptional fire protection and emergency medical services efficiemty and cost- diectiveh without compromising the health or safety of residents or personnel. KLFR &EMS District, P. 0. Box 371023, Key Largo, FL 33037 -1023 1 ILA 4 S- 0 KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT Seat l: William A. Andersen; Seat 2: Jennifer Miller; Seat 3: Mark Wheaton, Seat 4: Tom Tharp, Seat 5: Marilyn Beyer 1 A. Budget Discussion KLFR &EMS District 2011 -2012 Proposed Budget (Cont.) District Budget The $150,000 contribution to the Vehicle Placement Fund was removed. Acct 511/120 (Salaries): The District Administrator position ($40,000) was removed, and all of the associated costs. ' Acct 312 (Legal /Litigation): The Litigation expense was reduced to $25,000. Acct 400 (Travel): This item was reduced to zero. ' KLVFD Budget Commissioner Miller requested the list of Commissioner Tharp's recommendations. Chief Garcia recommended $300,000 for the tanker, and Commissioner Tharp recommended $250,000. The District is applying for an AFG Grant for the tanker. Chief Garcia recommended $395,000 on the Rescue Pumper. The tanker will be changed to $300,000 and the rescue vehicle to $333.900. ' Acct 314 (Legal Services): This item will be reduced to $1.00. Acct 400 (Travel): The travel was reduced to $5,000. Acct 522.121.49 (Regular Salaries): The projected actual salaries for FY 10/11 are 1 $193,746. Acct 522.121 (Volunteer Salaries): The projected actual is $401,045, and the FY 11/12 budget will be $402,000. The Board concurred with one volunteer position @ $9.00 as a supervisory-type position; however, the two $8.00 per hour positions were not approved. Acct 460 (Repair & Maintenance): This item remains the same. ' Acct 491 (Training): This item will remain unchanged. Acct 540 ( Dues /Subscriptions /Publications): Approved at $2,000.00. ' KLVAC Budget Acct 314 (Legal Services): This item was reduced to $1.00. Acct 320 (Accounting & Financial): This item was from $10,000 to $7,000. 1 Acct 400 (Travel): This account will remain the same at $3,500. Acct 410 (Phones): The total was changed to $5,000. Acct 430.22 (Utilities): The account was reduced to $8,000 for electric. 1 Acct 461 (Repair & Maintenance Bldg): The interior cleaning was reduced from $2,000 to zero. 1 1 ' The KLFR &EMS District Mission is to provide exceptional fire protection and emergency medical services efficient/- and cost -e/ ectively without compromising the health or safety of residents or personnel. KLFR &EMS District, P. 0. Box 371023, Key Largo, FL 33037 -1023 1 �tq4 4. Go KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT __ Y :. Seat 1: William A. Andersen; Seat 2: Jennifer Miller; Seat 3: Mark Wheaton, ` Seat 4: Tom Tharp, Seat 5: Marilyn Beyer 1 3+: B. Resolution #2011 -007: A RESOLUTION OF THE KEY LARGO FIRE RESCUE AND EMERGENCY MEDICAL SERVICES 1 DISTRICT, FLORIDA, ADOPTING THE FINAL LEVY OF AD VALOREM TAXES FOR THE DISTRICT FOR THE FISCAL YEAR 2011 -2012; PROVIDING FOR SEVERABILITY; AND PROVIDING AN EFFECTIVE DATE. Motion: Commissioner Thar made a motio W establi `' "' 2 - 2012 Tharp s me r r tul.c �ul� Final operating millage rate for the District at .7980 mills, which is less than 1 the rolled -back rate of 0.8559 by 7.82 %. This motion was seconded by Commissioner Beyer. 1 Peter Rosasco indicated the fund balance is going from $675,000 and will have a projected ending fund balance of $267,952. The vote was taken at 9:18 p.m. as follows: Beyer (Yes) Miller (Yes) Tharp (Yes) Wheaton (Absent) Andersen (Yes) The motion was passed unanimously by the Board. C. Resolution #2011 -008: IP A RESOLUTION OF THE KEY LARGO FIRE RESCUE AND EMERGENCY MEDICAL SERVICES DISTRICT, FLORIDA, PROVIDING FOR ADOPTION OF THE FINAL BUDGET OF THE DISTRICT FOR THE FISCAL YEAR COMMENCING ON OCTOBER 1, 2011, AND ENDING ON SEPTEMBER 30, 2012; PROVIDING FOR SEVERABILITY; AND PROVIDING AN EFFECTIVE DATE. Motion: Commissioner Miller made a motion to establish the Final District Budget for the fiscal year beginning on October 1, 2011, and ending on September 30, 2012 in the amount of $4,743,059.00. This motion was seconded by Commissioner Beyer. The vote was taken at 9:20 p.m. as follows: Beyer (Yes) Miller (Yes) Tharp (Yes) Wheaton (Absent) Andersen (Yes) The motion was passed unanimously by the Board. The KLFR &EMS District Mission is to provide •ceptioncd fire protection and emergency medical services efficiently and cost- efiectivcly without compromising the health or safety of residents or personnel. KLFR &EMS District, P. 0. Box 371023, Key Largo, FL 33037 -1023 r� tit L4 i KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT * Seat l: William A. Andersen; Seat 2: Jennifer Miller; Seat 3: Mark Wheaton, .. 1 Seat 4: Tom Tharp, Seat 5: Marilyn Beyer g 3. q 7. Adjourn Commissioner Miller made a motion to adjourn the meeting at 9:22 p.m., which was seconded by Commissioner Beyer. DOCUMENTS: 2010 -2011 Proposed KLVFD Budget (Draft 6, September 14, 2011) 2010 -2011 Millage Rate Analysis ri Resolution of Ad Va T tl++2V11 -UV/ Final Levy OI r1u Valorem Taxes Resolution #2011 -008 Adoption of Final Budget Commissioner Tharp's Recommendations +rr IS c 1 1 1 The KLFR &EMS District Mission is to provide exceptional fire protection and emergency medical services efficiently and cost-effect without compromising the health or safety of residents or personnel. KLFR &EMS District, P. 0. Box 371023, Key Largo, FL 33037 -1023 ,E'(4 LA 4 , di 4t, KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT ; +� Seat 1: William A. Andersen; Seat 2: Jennifer Miller; Seat 3: Mark Wheaton, Seat 4: Tom Tharp, Seat 5: Marilyn Beyer .,. DISTRICT MEETING September 19, 2011 - FINAL (Station #24 — following the Final Public Hearing) 1. AGENDA ,,,,. Chairman Andersen called the meeting to order at 9:22 p.m. Also present were: Vicky Fay, Ronnie Fell, Sergio Garcia, Mike Jenkins, Peter Rosasco, Scott Robinson, re Simmons, and Jennifer Zimmer. The meeting was held at Station #24. LB. Roll Call • Vicky Fay called the roll. The following Commissioners were present: William Andersen, Marilyn Beyer, Jennifer Miller, and Tom Tharp. Commissioner Wheaton was absent. There was a quorum. 2. APPROVAL OF AGENDA & MINUTES 2.A. Approval of Agenda Motion: Commissioner Miller made a motion to approve the agenda. This motion was seconded by Commissioner Tharp, and the motion was passed unanimously by the Board. 2.B. Approval of Minutes • 2.8.1 15t Public Hearing Minutes — September 12, 2011 Motion: Commissioner Miller made a motion to approve the 15t Public Hearing Meeting Minutes for September 12, 2011 with one addition. This motion was seconded by Commissioner Tharp, and the motion was passed unanimously by the Board. 3. CHAIRMAN'S REPORT The Chairman did not have any new items to report. 4. SECRETARY'S REPORT There were no new items reported by the Secretary. 5. PUBLIC COMMENT No members of the general public addressed the Board. 6. OLD BUSINESS 6.A. AFG Grant Status Vicky Fay reported the District is submitting an AFG Grant for the Fire Dept. for a tanker, and a n AFG Grant for the Ambulance Corps for two generators and five AED's, which are due on September 23, 2011. The KLFR &EMS District Mission is to provide e eeptioruzi fire protection and emergency medical services c?tlic. ienti, and - os? -chc rivet : without compromising the health or safety of residents or personnel. 0 "R oo KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT Seat 1: William A. Andersen; Seat 2: Jennifer Miller; Seat 3: Mark Wheaton, Seat 4: Tom Tharp, Seat 5: Marilyn Beyer 7. NEW BUSINESS 7.A. Resignation of Bruce Stoll (District Administrator) Motion: Commissioner Miller made a motion to not approve replacing the administrator position for FY11 -12. This motion was seconded by Commissioner Beyer, and the motion was passed unanimously by the Board. 7.8. Approval Motion: District Contract Extensions 7.8.1 Vernis & Bowling Contract Extension Motion: Commissioner Miller made a motion to approve the contract extension for Vernis & Bowling, which was seconded by Commissioner Tharp. The motion was a• passed unanimously by the Board. 7.B.2 Tropical Business Services Motion: Commissioner Miller made a motion to approve the contract extension for Tropical Business Services. This motion was seconded by Commissioner Tharp, ,• and the motion was passed unanimously by the Board. 7.C. Meeting Scheduled for October 10 Motion: Commissioner Tharp made a motion to approve canceling the meeting on October 10, 2011, and postponing the meeting to October 24, 2011. This motion was seconded by Commissioner Beyer, and the Board unanimously passed the motion. 7.D. Approval /Motion: KLVFD Travel Requests 7.D.1 Travel Request (Great Florida Fire School) $4,470.00 Motion: Commissioner Tharp made a motion to approve the Travel Request in the amount of $4,470.00 for the Great Florida Fire School, and the motion was seconded by Commissioner Miller. The motion was passed unanimously by the Board. 7.D.2 Request KLVFD (Honor Guard) $2.563.00. Mike Jenkins requested removing the Honor Guard Travel Request from the Agenda. EIS (See Next Page) 1 The KLFR &EMS District Mission is to provide exceptional fire protection and emergency medical services efficiently and cost - effectively without compromising the health or safety of residents or personnel. in KEY LARGO FIRE RESCUE & EMERGENCY MEDICAL SERVICES DISTRICT Seat 1: William A. Andersen; Seat 2: Jennifer Miller; Seat 3: Mark Wheaton, is Seat 4: Tom Tharp, Seat 5: Marilyn Beyer • 8. FINANCIAL REPORT • Jennifer Zimmer reported the District is 91.7% of the way through the FY 10/11 Fiscal Year. The District Board, KLVFD and KLVAC have used 78.7 %, 82.2% (excluding vehicle replacement) and 86.1% (with the ambulance purchase). • 9. LEGAL COUNSEL REPORT Theron Simmons reported the District will respond to the Freeman lawsuit. As of this meeting, Legal is still awaiting information from the County regarding the Infrastructure funds. 10. EMS DEPARTMENT REPORT .. The Ambulance Corps received the audit results of the State of Florida Department of Health — Emergency Medical Services, which indicated it was an "excellent inspection ". • 11. FIRE DEPARTMENT REPORT The department did not have anything new to report. 12. COMMISSIONER'S ITEMS There were no new items presented by the Commissioners. .r 13. ADJOURN Bill Andersen made a motion to adjourn the meeting at 9:42 p.m., which was seconded by Commissioner Tharp. Next Scheduled Meetings: October 24, 2011 District Board Meeting • November 21, 2011 District Board Meeting December 19, 2011 District Board Meeting • Documents: 110912 1 Public Hearing Meeting Minutes September 12, 2011 110919 Contract Extension Vernis & Bowling ▪ 110919 Contract Extension Tropical Business Services 110831 District Financial Report — August, 2011 • 110916 KLVFD Travel Request: Great Florida Fire School 110919 KLVAC State Inspection 1 Illli The KLFR &EMS District Mission is to provide c xcenruona, fire protection and emergency medical services eflici enrty and asi -c f ccrivei without compromising the health or safety of residents or personnel. RESOLUTION: /I - 60 ' KEY LARGO FIRE RESCUE AND EMERGENCY MEDICAL SERVICES DISTRICT ' A RESOLUTION OF THE KEY LARGO FIRE RESCUE AND EMERGENCY MEDICAL SERVICES DISTRICT MONROE COUNTY, FLORIDA, AUTHORIZING ISSUANCE OF AN INVITATION To NEGOTIATE FOR A ' FIRE PUMPER TRUCK. WHEREAS the Key Largo Fire Rescue and Emergency Medical Services District (hereinafter "The District" desires to purchase a Fire Pumper. WHEREAS an Invitation to Bid was issued and all Bids rejected. ' WHEREAS Florida Statute 287.57 enables b es the District to utilize the Invitation to ' Negotiate method of competitive goods selection. WHEREAS an Invitation To Negotiate (hereinafter "ITN ") would allow submission of bids containing innovative solutions that differ from what the District may request and an ITN would allow consideration of such innovative solutions. 1 WHEREAS an ITN would allow the potential vendor(s) to provide several different methods of delivering a suitable Fire Pumper Truck. ' WHEREAS the District desires to consider not only the cost of the Fire Pumper, but the options available, the quality of the product and such modifications or innovative solutions as may arise. ' WHEREAS the District finds that a Fire Pumper is a complex good that may contain various levels of components and such differing levels require negotiation to reduce or increase the price to match contract funds for varying levels of goods. 1 NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF THE KEY LARGO FIRE, RESCUE ' AND EMERGENCY MEDICAL SERVICES DISTRICT THAT AN INVITATION TO BID BE ISSUED FOR THE PURPOSES OF OBTAINING A FIRE PUMPER TRUCK FOR THE KEY LARGO FIRE, RESCUE AND EMERGENCY MEDICAL SERVICES DISTRICT. 1 This Resolution shall take effect immediately upon its adoption. Commissioner Beyer offered the foregoing Resolution and moved its adoption. which was Seconded by Commissioner Wheaton, and upon roll call the vote was: 1 Ayes: Nayes: Absent not Voting: 1 Approval of Resolution: At /I 2011 Chairman An erd sen Date Approved as to Foiiii: �' �'j ' ✓i�.� or- 5 73 , 2011 Dirk Smits, Atto ey for the District Date Li■Lc-/Cei 7 /4 ' P(7 e c-t; ' J 1 1 RESOLUTION #11 -002 THIS NUMBER WAS NOT ASSIGNED RESOLUTION #11 -003 THIS NUMBER WAS NOT ASSIGNED 1 RESOLUTION NO. 2011-004 A RESOLUTION OF THE KEY LARGO FIRE RESCUE AND EMERGENCY MEDICAL SERVICES DISTRICT BOARD, FLORIDA; DETERMINING THE PROPOSED ' MILLAGE RATE, THE CURRENT YEAR ROLLED -BACK RATE, AND THE DATE, TIME AND PLACE FOR THE FIRST AND SECOND BUDGET HEARINGS AS ' REQUIRED BY LAW; DIRECTING THE CLERK TO FILE SAID RESOLUTION WITH THE PROPERTY APPRAISER OF MONROE COUNTY PURSUANT TO THE ' REQUIREMENTS OF FLORIDA STATUTES AND THE RULES AND REGULATIONS OF THE DEPARTMENT t OF REVENUE OF THE STATE OF FLORIDA; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, on July 1, 2011, the Honorable Karl D. Borglum, Property Appraiser of Monroe County, Florida, served upon the Key Largo Fire Rescue and Emergency Medical Services District (the "District "), a "Certification of Taxable Value" certifying to the District its 2011 taxable value: and WHEREAS, the District Board has reviewed the taxable value supplied by the ® Property Appraiser of Monroe County in accordance with Section 200.065, Florida Statutes, et seq.; and WHEREAS, the provisions of Section 200.065, Florida Statutes, require that within thirty -five (35) days of service of the Certification of Taxable Value upon a special taxing district, said district shall be required to furnish to the Property Appraiser of Monroe County the proposed millage rate, the current year rolled -back rate, and the date, time and place at which a 1 public hearing will be held to consider the proposed millage and the tentative budget; and 1 1 1 ' Page 1 of 3 WHEREAS, the District Board desires to announce the dates of the first and second public hearings to the Property Appraiser of Monroe County. as NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF THE KEY 1 LARGO FIRE RESCUE AND EMERGENCY MEDICAL SERVICES DISTRICT, FLORIDA, AS FOLLOWS: u. Section 1. That the proposed millage is declared to be 1.00 mills, which is $ 1.00 per 1 $1,000.00 of assessed prope rty within `die Key Largo Fire Rescue and Emergency iviedicai 1 Services District, Florida. The proposed millage is 16.84% greater than the rolled back rate. Section 2. That the current year rolled -back millage rate, computed pursuant to P ' Section 200.065, Florida Statutes, is 0.8559, which is $ 0.8559 er $ 1,000.00 of assessed ' value. Section 3. That the date, time and place of the first and second public hearings is set I1 ... by the District Board as follows: 1 Date Time Place I September 12, 2011 6:00 p.m. Key Largo Fire Rescue Department Station #24 One East Drive Key Largo, Florida 33037 -0782 1 September 19, 2011 6:00 p.m. Key Largo Fire Rescue Department Station #24 One East Drive I Key Largo, Florida 33037 -0782 Section 4. That the District Clerk is directed to attach the original Certification of 1 Taxable Value to a certified copy of the resolution and serve the same upon the Honorable I Karl D. Borglum. Property Appraiser of Monroe County on or before July 25th, 2011. 1 1 Page 2 of 3 1 Section 5. This resolution shall be effective immediately upon its adoption. PASSED AND ADOPTED this 11th day of July,, 011. n t)ji ' William A: L ersen, E rman ATTEST: 1 Vicky Fay, Dis t Clerk APPROVED AS TO FORM ANV 'LEGALITY ' FOR THE USE AND BENEFIT OF KEY LARGO FIRE RESCUE AND EMERGENCY MEDICAL SERVICES DISTRICT ONLY: DI RIC al7 TTt" -EY Motion to adopt by Lk.) h ei O n , Seconded by FINAL VOTE AT ADOPTION ' Chairman William A. Andersen Ye S Secretary/Treasurer Marilyn Beyer \ I CS Commissioner Jennifer Miller l e S Commissioner Mark Wheaton Y� 1 Page3of3 ' RESOLUTION 2011 -005 ' A RESOLUTION OF THE KEY LARGO FIRE RESCUE AND EMERGENCY MEDICAL SERVICES DISTRICT, FLORIDA, ADOPTING THE TENTATIVE LEVY OF AD VALOREM TAXES FOR THE ' DISTRICT FOR THE FISCAL YEAR 2011 -2012; PROVIDING FOR SEVERABILITY AND PROVIDING AN EFFECTIVE DATE. WHEREAS, pursuant to special act of the legislature Chapter 2005 -329, the Key Largo Fire Rescue and Emergency Medical Services District (the "District ") was created and approved by vote of the electors to levy up to one mill ad valorem taxation for the purpose of providing 1 funding for fire protection and emergency medical services in the Key Largo geographical area; and 1 WHEREAS, pursuant to Section 200.065, Florida Statutes, the District has established a proposed millage rate; and ' WHEREAS, the gross taxable value for operating purposes not exempt from taxation within the District has been certified by the County Property Appraiser to the District as $2,447,128,146; and WHEREAS, pursuant to Section 2 200.065 F lorida Statutes, within eighty (80) days � P 200.065(2), � �tY( ) of the certification of taxable value the District is required to re- compute the proposed millage rate 1 and adopt a tentative millage rate; and ' WHEREAS, on September 12, 2011, the District held a public hearing to consider any adjustment of its proposed millage rate, to consider its tentative operating budget for Fiscal Year 2011 -2012 (the "FY 2011- 2012 "), and adopt a tentative millage rate in accordance with Section 200.065(2)(c), Florida Statutes. NOW THEREFORE, BE IT RESOLVED BY THE DISTRICT BOARD OF THE KEY LARGO FIRE RESCUE AND EMERGENCY MEDICAL SERVICES DISTRICT, FLORIDA AS FOLLOWS: ' Section 1. The FY 2011 -2012 tentative operating millage rate for the District is `'4 5 mills, which is greater than/less than the rolled -back rate of 0.8559 by d a 7 %. ' Section 2. Severability. The provisions of this Resolution are declared to be severable and if any section, sentence, clause or phrase of this Resolution shall for any reason be held to be invalid or unconstitutional, such decision shall not affect the validity of the remaining sections, sentences, clauses, and phrases of this Resolution but they shall remain in effect, it being the legislative intent that this Resolution shall stand notwithstanding the invalidity of any part. 1 Section 3. This resolution shall be effective immediately upon its adoption. 1 PASSED AND ADOPTED this 12th day of September, 2011 at 7 39 p.m. 1 William A. An • ersen, Chairman A_'I TES " Clerk Vicky Fay, D . •pct APPROVED AS TO FO AND LEGALITY FOR THE USE AND BENEFIT OF KEY LARGO FIRE RESCUE AND ' EMERGENCY MEDICAL SERVICES DISTRICT ONLY: 1 _ DISTRICT LE tall OUNSEL ' Motion to adopt by mi Secon by P Y (I � l.O f 1, ' FINAL VOTE AT ADOPTION: Chairman William A. Andersen 7 ' Secretary/Treasurer Marilyn Beyer f--i, _11 (- Commissioner Jennifer Miller Commissioner Mark Wheaton ' Commissioner Tom Tharp `� 1 1 I I RESOLUTION NO. 2011 -006 ' A RESOLUTION OF THE KEY LARGO FIRE RESCUE AND EMERGENCY MEDICAL SERVICES DISTRICT, FLORIDA, PROVIDING FOR ADOPTION OF THE TENTATIVE ' BUDGET OF THE DISTRICT FOR THE FISCAL YEAR COMMENCING ON OCTOBER 1, 2011, AND ENDING ON SEPTEMBER 30, 2012; PROVIDING FOR SEVERABILITY: ' AND PROVIDING AN EFFECTIVE DATE. WHEREAS, pursuant to Section 200.065, Florida Statutes the Key Largo Fire Rescue and Emergency Medical Services Dis`rict, Florida (the "District has established a proposed rnillage 1 rate; and WHEREAS, on September 12, 2011 , the District Board held a public hearing to consider ' adjustment of its proposed millage rate, to consider its tentative operating budget for Fiscal Year 1 2011 -2012 (the "FY 2011- 2012 "), and adopt a recomputed proposed millage rate in accordance with Section 200.065(2)(c), Florida Statutes. NOW THEREFORE BE IT RESOLVED BY THE KEY LARGO FIRE RESCUE 1 AND EMERGENCY MEDICAL SERVICES DISTRICT, FLORIDA, AS FOLLOWS: Section 1. Budget Approved and Adopted. The tentative budget of the District for the fiscal year beginning on October 1, 2011. and ending September 30, 2012 (the "Budget") in the 1 amount of 5 5 3 38 aJ Q was considered at a public hearing and is hereby approved and adopted. 1 1 1 1 . Section 2. Severability. The provisions of this Resolution are declared to be severable and ' if any section, sentence, clause or phrase of this Resolution shall for any reason be held to be invalid or unconstitutional, such decision shall not affect the validity of the remaining sections, sentences, 1 clauses, and phrases of this Resolution but they shall remain in effect, it being the legislative intent that this Resolution shall stand notwithstanding the invalidity of any part. Section 3. Effective Date. This Resolution shall be effective immediately upon adoption. 1 PASCFPn A I n 4 i r►P T Ei ► this i 141 d n f V 7C1 a; — ?'�0 1 William A. Andersen, Chairman ' ATTEST: 1 Vicky Fay, Dis /Clerk 1 APPROVED AS TO FORM AND LEGALITY • FOR THE USE AND BENEFIT OF KEY LARGO FIRE RESCUE AND ' EMERGENCY MEDICAL SERVICES DISTRICT ONLY: DISTRICT LEGA !'aUNSEL 1 Motion to adopt by t)3h -Eun , Seconded by Ill FINAL VOTE AT ADOPTION: Chairman William A. Andersen Secretary/Treasurer Marilyn Beyer alf ain + Commissioner Jennifer Miller Commissioner Mark Wheaton Commissioner Tom Tharp 1 1 1 RESOLUTION 2011 -007 ' A RESOLUTION OF THE KEY LARGO FIRE RESCUE AND EMERGENCY MEDICAL SERVICES DISTRICT, FLORIDA, ADOPTING THE FINAL LEVY OF AD VALOREM TAXES FOR THE DISTRICT ' FOR THE FISCAL YEAR 2011 -2012; PROVIDING FOR SEVERABILITY; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, pursuant to special act of the legislature Chapter 2005 -329, the Key Largo Fire Rescue and Emergency Medical Services District (the "District ") was created and approved by vote of the electors to levy up to One Mill ad valorem taxation for the purpose of providing funding for fire protection and emergency medical services in the Key Largo geographical area; and WHEREAS, pursuant to Section 200.065, Florida Statutes, the Key Largo Fire Rescue an Emergency Medical Services District, Florida (the "District ") has established a proposed millage rate; and ' WHEREAS, the oss taxable value for operating gr p ng purposes not exempt from taxation within the District has been certified by the County Property Appraiser to the District as S2.259,122,585; and 1 WHEREAS, pursuant to Section 200.065, Florida Statutes, within 101 days of the certification of taxable value the District is required to adopt a final millage rate; and ' WHEREAS, on September 12, 2011, the District held a public hearing to consider any adjustment of its proposed millage rate, to consider its tentative operating budget for Fiscal Year 2011 -2012 (the "FY 2011- 2012 "), and adopt a tentative millage rate in accordance with Section ' 200.065(2)(c), Florida Statutes; and WHEREAS, on September 19, 2011, the District held a public hearing to consider any ' adjustment of its tentative millage rate, to adopt a final millage rate and to adopt a final operating budget for Fiscal Year 2011 -2012 (the "FY 2011 -2012) in accordance with Section 200.065(2)(d), Florida Statutes. NOW THEREFORE, BE IT RESOLVED BY THE DISTRICT BOARD OF THE KEY LARGO FIRE RESCUE AND EMERGENCY MEDICAL SERVICES DISTRICT, FLORIDA AS FOLLOWS: Section 1. Milla2e Approved and Adopted. The FY 2011 -2012 final operating ' millage rate for the District is 0 mills, which is greater thanian the rolled -back rate of .8559 mills by 7. sSZ %. ' Page 1 of 2 Section 2. Severability. The provisions of this Resolution are declared to be severable 1 and if any section, sentence, clause or phrase of this Resolution shall for any reason be held to be invalid or unconstitutional, such decision shall not affect the validity of the remaining sections, sentences, clauses, and phrases of this Resolution but they shall remain in effect, it being the 1 legislative intent that this Resolution shall stand notwithstanding the invalidity of any part. Section 3. Effective Date. This resolution shall be effective immediately upon its adoption. PASSED AND ADOPTED this 19 day of September, 0 bl at P.M. 1 \ , , t om. William A. An'ersen, Chairman 1 ATTEST: Vicky Fay, District k '1 APPROVED A TO FORM AND LE EALITY 1 FOR THE USE AND BENEFIT OF KEY LARGO FIRE RESCUE AND EMERGENCY MEDICAL SERVICES DISTRICT ONLY: ) DISTRICT AT RNEY 1 Motion to adopt by +'\ a 4'( , Seconded by 6elier 1 FINAL VOTE AT ADOPTION 1 Chairman William A. Andersen `� Secretary/Treasurer Marilyn Beyer Commissioner Jennifer Miller l 1 Commissioner Mark Wheaton Commissioner Tom Tharp 1 1 Page2of2 1 • ' RESOLUTION NO. 2011 -008 ' A RESOLUTION OF THE KEY LARGO FIRE RESCUE AND EMERGENCY MEDICAL SERVICES DISTRICT, FLORIDA, PROVIDING FOR ADOPTION OF THE FINAL BUDGET OF ' '1IIE DISTRICT FOR THE FISCAL YEAR COMMENCING ON OCTOBER 1, 2011, AND ENDING ON SEPTEMBER 30, 2012; PROVIDING FOR SEVERABILITY; AND PROVIDING ' AN EFFECTIVE DATE. WAF.REAS, on September 12, 2011. the Key Largo Fire Rescue and Emergency Medical Services District (the "District ") Board held a public hearing to consider adjustment of its proposed 1 millage rate, to consider its tentative operating budget for Fiscal Year 2011 -2012 (the "FY 2011- 2012"), and adopt a recomputed proposed millage rate in accordance with Section 200.065(2)(c), 1 Florida Statutes; and, ' WHEREAS, on September 19, 2011, the District Board held a public hearing to consider adjustment of its tentative millage rate, to adopt a final millage rate, and to adopt a final operating ' budget for Fiscal Year 2011 -2012 (the "FY 2011- 2012" g ( 2011-2012") in accordance with Section 200.065(2)(d), 1 Florida Statutes; and, ' WHEREAS, the Key Largo Fire Rescue and Emergency Medical Services District of Monroe County, Florida, set forth the appropriations and revenue estimate for the Budget for 1 Fiscal Year 2011 -2012 in the amount of $ 1 y' 3, 0 5G • ' NOW THEREFORE, BE IT RESOLVED BY THE KEY LARGO FIRE RESCUE AND EMERGENCY MEDICAL SERVICES DISTRICT, FLORIDA, AS FOLLOWS: ' Section 1. Budget Approved and Adopted. The final budget of the District for the fiscal year beginning on October 1, 2011, and ending September 30, 2012 (the "Budget") was considered at a public hearing and is hereby approved and adopted. Page 1 of 2 1 ••' ` ' Section 2. Severability. The provisions of this Resolution are declared to be severable and if any section, sentence, clause or phrase of this Resolution shall for any reason be held to be invalid or unconstitutional, such decision shall not affect the validity of the remaining sections, sentences, ' clauses, and phrases of this Resolution but they shall remain in effect, it being the legislative intent that this Resolution shall stand notwithstanding the invalidity of any part. Section 3. Effective Date. This Resolution shall be effective immediately upon adoption. ' PASSED AND ADOPTED this 19 day of September, 2011 at n 1. 7.0 P.M. William • . Andersen, hairman ATTEST: ' Vicky Fay, Dis l% v Clerk ' APPROVED •LS TO FORM AND L ALITY FOR THE USE AND BENEFIT OF LARGO FIRE RESCUE AND ' EMERGENCY MEDICAL SERVICES DISTRICT ONLY: DISTRICT ATT EY II Motion to adopt by f C �n I ( I)-er . Seconded by h er 1 FINAL VOTE AT ADOPTION J Chairman William A. Andersen y ' Secretary /Treasurer Marilyn Beyer 1 Commissioner Jennifer Miller Commissioner Mark Wheaton / Commissioner Tom Tharp Paae2of2 1 1 1 1 1 1 1 KEY LARGO FIRE RESCUE AND EMERGENCY MEDICAL SERVICES DISTRICT 1 BASIC FINANCIAL STATEMENTS ' September 30, 2010 1 1 1 1 1 1 t 1 1 KEY LARGO FIRE RESCUE AND EMERGENCY MEDICAL SERVICES DISTRICT BASIC FINANCIAL STATEMENTS September 30, 2010 1 TABLE OF CONTENTS ' PAGES BASIC FINANCIAL STATEMENTS Independent Auditors' Report 1 -2 Management's Discussion and Analysis (Not Covered by Independent Auditors' Report) 3 -6 Basic Financial Statements: 1 Government -wide Financial Statements: ' Statement of Net Assets 7 Statement of Activities 8 1 Fund Financial Statements: Balance Sheet - Governmental Fund 9 Reconciliation of the Balance Sheet of Governmental Funds to the Statement of Net Assets 10 ' Statement of Revenues, Expenditures and Change in Fund Balances - Governmental Fund 11 Reconciliation of the Statement of Revenues, Expenditures and Changes in Fund Balances of Governmental Funds to the Statement of Activities 12 ' Statement of Revenues, Expenditures and Changes in Fund Balance Budget and Actual - General Fund 13 Statement of Revenues, Expenditures and Changes in Fund Balance Budget and Actual - Vehicle and Equipment Replacement Fund 14 ' Notes to Basic Financial Statements 15 -21 OTHER REPORTS OF INDEPENDENT AUDITORS I Independent Auditors' Report on Internal Control over Financial Reporting and on Compliance and Other Matters Based on an Audit of Financial Statements Performed in Accordance with Government Auditing Standards 22 -23 1 Independent Auditors' Report to District Management 24 -25 Schedule of Findings and Responses 26 1 1 1 1 1 � BAST 1 FINANCIAL STATEMENTS 1 1 1 1 1 1 1 1 1 1 ilia Keefe, McCullough & Co., LLP Certifiec Public Accountants 1 1 1 INDEPENDENT AUDITORS' REPORT To the Board of Commissioners 1 Key Largo Fire Rescue and Emergency Medical Services District Monroe County, Florida ' We have audited the accompanying financial statements of governmental activities and each major fund of Key Largo Fire Rescue and Emergency Medical Services District (the "District") as of and for the year ended September 30, 2010, which collectively comprise the District's basic financial statements, as listed in the table of contents. These financial statements are the responsibility of the District's management. Our responsibility is to express an opinion on these financial statements based on our audit. ' We conducted our audit in accordance with auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States. Those standards require that we ' plan and perform the audit to obtain reasonable assurance about whether the basic financial statements are free of material misstatement. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the basic financial statements. An audit also includes assessing the t accounting principles used and significant estimates made by management, as well as evaluating the overall basic financial statement presentation. We believe that our audit provides a reasonable basis for our opinion. 1 In our opinion, the basic financial statements referred to above present fairly, in all material respects, the financial position of the governmental activities, and each major fund of the Key Largo ' Fire Rescue and Emergency Medical Services District as of September 30, 2010, and the change in its financial position and budgetary comparison for the General Fund and the Vehicle and Equipment Replacement Fund for the year then ended, in conformity with accounting principles generally accepted in the United States of America. In accordance with Government Auditing Standards, we have also issued our report dated February ' 28, 2011, on our consideration of the District's internal control over financial reporting and on our tests of its compliance with certain provisions of laws, regulations, contracts and other matters. The purpose of that report is to describe the scope of our testing of internal control over fmancial reporting and compliance and the results of that testing, and not to provide an opinion on internal control over ' financial reporting or on compliance. That report is an integral part of an audit performed in accordance with Government Auditing Standards and should be considered in assessing the results of our audit. 1 6550 N. Federal Highway Suite 410 Fort Lauderdale, FL 33308 954.771.0896 954.938.9353 (F) www.kmccpo.com 1 1 I Key Largo Fire Rescue and Emergency Medical Services District 1 Accounting principles generally accepted in the United States of America require that the management's discussion and analysis on pages 3 through 6 be presented to supplement the basic ' financial statements. Such information, although not a part of the basic financial statements, is required by the Governmental Accounting Standards Board, who considers it to be an essential part of financial reporting for placing the basic fmancial statements in an appropriate operational, economic, or historical context. We have applied certain limited procedures to the required supplementary information in accordance with auditing standards generally accepted in the United States of America, which consisted of inquiries of management about the methods of preparing the information and comparing the information for consistency with management's responses to our inquiries, the basic ' financial statements, and other knowledge we obtained during our audit of the basic financial statements. We do not express an opinion or provide any assurance on the information because the limited procedures do not provide us with sufficient evidence to express an opinion or provide any assurance. 1 KEEFE, McCULLOUGH & CO., LLP Fort Lauderdale, Florida February 28, 2011 1 1 1 1 1 1 ' 2 KEY LARGO FIRE RESCUE AND EMERGENCY MEDICAL SERVICES DISTRICT I MANAGEMENT'S DISCUSSION AND ANALYSIS September 30, 2010 1 Our discussion and analysis of Key Largo Fire Rescue and Emergency Medical Services District's (the District) financial performance provides an overview of the District's financial 1 activities for the year ended September 30, 2010 and 2009. Please read it in conjunction with the District's basic financial statements, which immediately follow this discussion. FINANCIAL HIGHLIGHTS 1 The following are the highlights of fmancial activity for the ear ended September 30 2010: Y P 30, 1 • The District's total assets exceeded its liabilities at September 30, 2010 by $ 6,721,573. 1 • The District's total revenues were $ 2,179,153, $ 2,100,799 from ad valorem taxes, $ 36,709 from capital grants, and $ 41,645 from interest income. The District's I expenses for the year were $ 2,232,308. OVERVIEW OF THE FINANCIAL STATEMENTS I This discussion and analysis is intended to serve as an introduction to the District's basic financial statements. The basic fmancial statements are comprised of three components: 1) government -wide financial statements, 2) fund financial statements, and 3) notes to basic 1 financial statements. Government -Wide Financial Statements 1 The government -wide financial statements, which consist of the following two statements, are designed to provide readers with a broad overview of the District's finances, in a manner similar to a private sector business. 1 The statement of net assets presents information on all the District's assets and liabilities, with the difference between the two reported as net assets. Over time, increases or decreases in I net assets may serve as a useful indicator of whether the financial position of the District is improving or deteriorating. The statement of activities presents information showing how the District's net assets changed during the year. All changes in net assets are reported as soon as the underlying event giving rise to the change occurs, regardless of the timing of related cash flows. Thus, revenues and expenses are reported in this statement for some items that will only result in cash flows in I 1 future fiscal periods. The government -wide fmancial statements can be found on pages 7 and 8 of this report. 1 Fund Financial Statements I A fund is a grouping of related accounts that is used to maintain control over resources that have been segregated for specific activities or objectives. The District has only one fund type: governmental funds. 1 3 KEY LARGO FIRE RESCUE AND EMERGENCY MEDICAL SERVICES DISTRICT I MANAGEMENT'S DISCUSSION AND ANALYSIS September 30, 2010 1 Governmental funds are used to account for essentially the same functions reported as governmental activities in the government -wide financial statements. However, unlike the I government -wide financial statements, governmental fund financial statements focus on near -term inflows and outflows of spendable resources, as well as balances of spendable resources available at the end of the year. Such information may be useful in evaluating a government's near -term financing requirements. I Because the focus of governmental funds is narrower than that of the government -wide financial statements, it is useful to compare the information presented for governmental funds with I similar information presented for governmental activities in the government -wide financial statements. By doing so, readers may better understand the long -term impact of the District's near -term financing decisions. Both the governmental fund balance sheet and the statement of I revenues, expenditures and change in fund balance provide reconciliations, if applicable, to facilitate this comparison between governmental funds and governmental activities. The governmental fund financial statements can be found on pages 9 through 14 of this 1 report. Notes to Basic Financial Statements 1 The notes provide additional information that is essential for a full understanding of the data provided in the government -wide and fund fmancial statements. The notes to basic financial I statements can be found on pages 15 through 21 of this report. GOVERNMENT -WIDE FINANCIAL ANALYSIS 1 As noted earlier, net assets may serve over time as a useful indicator of financial position. The following table reflects the condensed government -wide statement of net assets as of September 30, 2010 and 2009: 1 Key Largo Fire Rescue and Emergency Medical Services District Statement of Net Assets 1 2010 2009 Current and other assets $ 2,794,371 $ 2,635,737 1 Capital assets 4,117,172 4,326,053 Total assets 6,911,543 6,961,790 1 Curent liabilities 189,970 187,062 1 Total liabilities 189,970 187,062 Net assets: I Invested in capital assets, net of related debt 4,119,672 4,326,053 Unrestricted 2,601,901 2,448, 675 1 Total net assets $ 6,721,573 $ 6.774.728 1 4 1 KEY LARGO FIRE RESCUE AND EMERGENCY MEDICAL SERVICES DISTRICT I MANAGEMENT'S DISCUSSION AND ANALYSIS September 30, 2010 1 Governmental Activities 1 Governmental activities for the year ended September 30, 2010 decreased the District's net assets by $ 53,155, as reflected in the table below: Key Largo Fire Rescue and Emergency Medical Services District 1 Statement of Activities 2010 2009 1 REVENUES: Program revenue: I Capital grants and contributions $ 36,709 $ 131,932 General revenue: Ad valorem taxes 1100,799 2.639,963 I Interest income 41,645 58,564 Miscellaneous 14,825 1 Total revenues 2,179,153 2,845,284 EXPENSES: I General government 242,860 336,816 2,033,344 safety 1,989,448 ,033,344 Total expenses 2,232,308 2,370,160 Change in net assets (53,155) 475,124 1 NET ASSETS, BEGINNING OF YEAR 6,774,728 6,299,604 1 NET ASSETS, END OF YEAR $ 6,721,573 $ 6.774.728 1 ANALYSIS OF THE GOVERNMENTAL FUNDS As noted earlier, the District uses fund accounting to ensure and demonstrate compliance 1 with finance- related legal requirements. The focus of the District's governmental fund is to provide information on near -term inflows, outflows and balances of spendable resources. Such information is useful in assessing the District's financing requirements. In particular, unreserved I fund balance may serve as a useful measure of a District's net resources available for spending at the end of the fiscal year. As of the end of the year, the District's governmental fund reported an ending fund balance of $ 2,601,901. 1 CAPITAL ASSETS 1 The District's investment in capital assets, less accumulated depreciation, for its governmental activities as of September 30, 2010 amounted to $ 4,119,672, and consists of construction in progress, buildings and improvements, infrastructure, furniture and equipment and vehicles. 1 5 1 KEY LARGO FIRE RESCUE AND EMERGENCY MEDICAL SERVICES DISTRICT I MANAGEMENT'S DISCUSSION AND ANALYSIS September 30, 2010 1 GENERAL FUND BUDGETARY HIGHLIGHTS During the fiscal year, the Key Largo Fire Rescue and Emergency Medical Services I District revised the budget on one occasion. Generally, budget amendments fall into one of three categories: 1) amendments made to adjust the estimates that are used to prepare the original budget resolution once exact information is available; 2) amendments made to recognize new I funding amounts from external sources; and 3) increases in appropriations that become necessary to maintain services. The significant budget amendment for fiscal year 2009 -2010 included an increase in total expenditures for the Fire Rescue Department of $ 40,000. This increase to the Fire Rescue Department was primarily due to the costs of utility services being greater than anticipated. 1 ECONOMIC FACTORS AND NEXT YEAR'S BUDGET The District Board adopted a final millage rate of .7890 for fiscal year 2010 -2011. The 1 2010 -2011 adopted fmal millage rate is 11.18% less than the rolled -back rate of .8883. The 2010 -2011 budget includes funds to purchase a new technical rescue pumper, and a I new ambulance. The 2010 -2011 budget also includes a freeze on the contributions to the Vehicle and Equipment Replacement Fund. The adopted budget for 2010 -2011 targets an ending fund balance in the General Fund of I 6% of operating expenditures, which is down from the adopted budget for 2009 -2010 targeted ending fund balance. With the downturn in the economy and the real estate market the District Board decided to utilize reserve funds to balance the adopted 2010 -2011 budget rather than I increase the millage rate charged to the residents of the unincorporated Key Largo area. The District Board determined that the targeted ending fund balance in the General Fund to be a prudent reserve for unanticipated events such as hurricanes, and if absolutely necessary the I Vehicle and Equipment Replacement Fund reserves could be utilized to cover any shortfalls due to unanticipated emergency situations. For the total budget, including the General Fund and the Vehicle and Equipment Replacement Fund, the ending fund balance is 68.61 % of total operating expenditures. REQUESTS FOR INFORMATION I This financial report is designed to provide a general overview of Key Largo Fire Rescue and Emergency Medical Services District's finances for all those with an interest. Questions concerning any of the information provided in this report or requests for additional information 1 should be addressed to the Finance Director, Key Largo Fire Rescue and Emergency Medical Services District, P.O. Box 1023, Key Largo, FL 33037. 1 1 1 1 6 KEY LARGO FIRE RESCUE AND EMERGENCY MEDICAL SERVICES DISTRICT STATEMENT OF NET ASSETS September 30, 2010 Governmental I Activities ASSETS: Current assets: Cash, cash equivalents and investments $ 2,739,683 Accounts receivable 1,176 Due from other governments 31,780 Prepaids 19,232 Total current assets 2 791 O 71 ' Noncurrent assets: Capital assets, nondepreciable 2,500 Capital assets, depreciable 4,117,172 ' Total assets 6,911,543 I LIABILITIES: Accounts payable 189,970 Total liabilities 189,970 COMMITMENTS (Note 6) - 111 NET ASSETS: Invested in capital assets 4,119,672 Unrestricted 2,601,901 Total net assets $ 6,721,573 1 1 1 The accompanying notes to basic financial statements are an integral part of these statements. ' 7 1 KEY LARGO FIRE RESCUE AND EMERGENCY I MEDICAL SERVICES DISTRICT STATEMENT OF ACTIVITIES For the Year Ended September 30, 2010 1 Governmental I Activities Program Revenues Net Revenues Charges Operating Capital (Expenses) and for Grants and Grants and Change in I Expenses Services Contributions Contributions Net Assets FUNCTIONS /PROGRAMS: Governmental activities: I General government $ 242,860 $ - $ - $ $ (242,860) Public safety 1,989,448 36.709 (1,952,739) 1 Total governmental activities $ 2,232,308 $ $ $ 36,709 (2,195,599) General revenues: I Ad valorem taxes 2,100, 799 Interest income 41,645 I Total general revenues 2,142,444 Change in net assets (53,155) I Net assets, October 1, 2009 6,774,728 Net assets, September 30, 2010 $ 6,721,573 1 1 1 1 1 1 1 1 The accompanying notes to basic financial statements are an integral part of these statements. 1 8 1 KEY LARGO FIRE RESCUE AND EMERGENCY MEDICAL SERVICES DISTRICT 1 BALANCE SHEET - GOVERNMENTAL FUND September 30, 2010 I ASSETS Vehicle and 1 Equipment General Replacement Fund Fund Total I ASSETS: Cash, cash equivalents and investments $ 857,183 $ 1,882,500 $ 2,739,683 I Accounts receivable 1,176 1,176 Due from other governrnents 31,780 - 31,780 Prepaids 19.232 - 19,232 I Total assets $ 909,371 $ 1,882,500 $ 2,791,871 I LIABILITIES AND FUND BALANCES I LIABILITIES: Accounts payable $ 189,970 $ - $ 189.970 I Total liabilities 189,970 - 189,970 1 COMMITMENTS (NOTE 6) - - - I FUND BALANCES: Reserved for prepaids 19,232 19,232 Unreserved: Designated 1,882,500 1,882,500 Undesignated 700.169 700,169 I Total fund balance 719.401 1,882,500 2,601,901 Total liabilities and fund balances $ 909,371 $ 1,882,500 $ 2.791.871 1 1 1 The accompanying notes to basic financial statements are an integral part of these statements. 1 9 KEY LARGO FIRE RESCUE AND EMERGENCY MEDICAL SERVICES DISTRICT RECONCILIATION OF THE BALANCE SHEET OF GOVERNMENTAL FUNDS TO THE STATEMENT OF NET ASSETS September 30, 2010 TOTAL FUND BALANCES OF GOVERNMENTAL FUNDS IN THE BALANCE SHEET, PAGE 9 $ 2,601,901 Amounts reported for governmental activities in the statement of net 1 assets are different because: Capital assets used in governmental activities are not fmancial resources 1 and, therefore, are not reported in the governmental funds: Governmental capital assets 5,111,944 1 Less accumulated depreciation (992,272) 1 NET ASSETS OF GOVERNMENTAL ACTIVITIES, PAGE 7 $ 6,721,573 1 1 1 1 1 1 1 1 1 1 The accompanying notes to basic financial statements are an integral part of these statements. 1 10 1 KEY LARGO FIRE RESCUE AND EMERGENCY ME DICAL SERVICES DISTRICT I STATEMEN T OF REVENUES, EXPENDITURES AND CHANGE IN FUND BALANCES - GOVERNMENTAL FUND 1 For the Year Ended September 30, 2010 Vehicle and I Equipment General Replacement Fund Fund Total I REVENUES: Ad valorem taxes $ 2,100,799 $ - $ 2,100,799 I Grants 36,709 - 36,709 Interest income ^ 1 , 5 - 41,645 Y1 6Y✓ I Total revenues 2,179,153 - 2,179,153 I EXPENDITURES: Current: General government 242,860 - 242,860 I Public safety 1,682,757 - 1,682,757 Capital outlay 100,310 100,310 I Total expenditures 2,025,927 - 2,025,927 Net changes in fund balances 153,226 - 153,226 I FUND BALANCES, October 1, 2009 566,175 1,882,500 2,448,675 1 FUND BALANCES, September 30, 2010 $ 719,401 $ 1,882,500 $ 2,601,901 1 1 1 1 1 1 The accompanying notes to basic financial statements are an integral part of these statements. 1 11 KEY LARGO FIRE RESCUE AND EMERGENCY MEDICAL SERVICES DISTRICT ' RECONCILIATION OF THE STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES OF GOVERNMENTAL FUNDS TO THE STATEMENT OF ACTIVITIES ' For the Year Ended September 30, 2010 ' NET CHANGE IN FUND BALANCES - TOTAL GOVERNMENTAL FUNDS, PAGE 11 $ 153,226 Amounts reported for governmental activites in the statement of activities are different because: Governmental funds report capital outlays as expenditures However, in the statement of activities, the cost of those assets is depreciated over their estimated useful lives. ' Expenditures for capital assets 79,355 Less current year provision for depreciation (285,736) 1 CHANGE IN NET ASSETS OF GOVERNMENTAL ACTIVITIES, PAGE 8 $ (53,155) 1 1 1 1 1 The accompanying notes to basic financial statements are an integral part of these statements. ' 12 I KEY LARGO FIRE RESCUE AND EMERGENCY MEDICAL SERVICES DISTRICT 1 STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCE - BUDGET AND ACTUAL - GENERAL FUND For the Year Ended September 30, 2010 1 Original Final Budget Budet g Actual Variance REVENUES: Ad valorem taxes $ 2,053,427 $ 2,053,427 $ 2,100,799 $ 47,372 I Grants 603,320 603,320 36,709 (566,611) Interest income 61,452 61,452 41,645 (19, 807) 1 Total revenues 2,718,199 2,718,199 2,179,153 (539,046) I EXPENDITURES: General government: Legislative 141,217 141,217 89,565 51,652 I Legal 50,000 50,000 53,119 (3,119) Financial and administrative 100,500 100,500 100,176 324 1 Total general government 291,717 291,717 242,860 48.857 Public safety: II Fire rescue 2,652,102 2,692,102 1,205,733 1,486,369 Emergency medical services 716,477 716,477 577,334 139,143 i Total public safety 3,368,579 3,408,579 1,783,067 1,625,512 Total expenditures 3,660,296 3,700,296 2,025,927 1,674,369 1 Excess (deficiency) of revenues over expenditures (942,097) (982,097) 153,226 1,135,323 1 OTHER FINANCING SOURCES: I Loan proceeds 605.000 605,000 - (605,000) Net change in fund balance (337,097) (377,097) 153,226 530,323 FUND BALANCE, beginning of year 566.175 566,175 566,175 FUND BALANCE, end of year $ 229.078 $ 189.078 $ 719.401 $ 530,323 1 The accompanying notes to basic financial statements are an integral part of these statements. 1 13 KEY LARGO FIRE RESCUE AND EMERGENCY 1 MEDICAL SERVICES DISTRICT STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCE - BUDGET AND ACTUAL - 1 VEHICLE AND EQUIPMENT REPLACEMENT FUND For the Year Ended September 30, 2010 1 Original and Final Budget Actual Variance OTHER FINANCING SOURCES (USES): Transfer in 1 Transfer out _ - Total other financing sources (uses) - - Net change in fund balance - - FUND BALANCE, beginning of year 1,882,500 1,882,500 FUND BALANCE, end of year $ 1,882,500 $ 1,882,500 $ 1 The accompanying notes to basic financial statements are an integral part of these statements. 14 KEY LARGO FIRE RESCUE AND EMERGENCY MEDICAL SERVICES DISTRICT ' NOTES TO BASIC FINANCIAL STATEMENTS September 30, 2010 NOTE 1 - ORGANIZATION AND OPERATIONS Key Largo Fire Rescue and Emergency Medical Services District (the "District") was ' established on June 8, 2005 under Chapter 191, Florida Statutes, by the Florida Legislature. The District was created for the purpose of providing fire protection and firefighting services, rescue services and emergency medical services to residents and businesses within District boundaries. NOTE 2 - SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES ' The basic fmancial statements of the District have been prepared in conformity with generally accepted accounting principles as applied to governmental units. The District's more significant accounting policies are described below: The financial reporting entity: ' The criteria used for including component units consists of identification of legally separate organizations for which the Board of Commissioners of the District are financially accountable. This criteria also includes identification of organizations for which the nature and significance of their relationship with the primary government are such that exclusion would cause the reporting District's basic financial statements to be misleading or incomplete. Based upon this review, there were no potential component units of the District. FINANCIAL STATEMENTS - GOVERNMENT -WIDE STATEMENTS The District's basic financial statements include both government -wide (reporting the ' District as a whole) and fund financial statements (reporting the District's major funds). Both the government -wide and fund financial statements categorize primary activities as either governmental or business type. All of the District's activities are classified as governmental activities. ' In the government -wide statement of net assets, the governmental activities column is presented on a consolidated basis, if applicable, and is reported on a full- accrual, economic ' resource basis, which recognizes all noncurrent assets and receivables as well as all noncurrent debt and obligations, when and if applicable. The effect of any interfund activity has been eliminated from the government -wide financial statements. ' The government -wide statement of activities reports both the gross and net cost of each of the District's functions. The net costs, by function, are also supported by general revenues, other revenue, etc. The statement of activities reduces gross expenses by related program revenues, ' operating and capital grants. Program revenues must be directly associated with the function. Operating grants include operating- specific and discretionary (either operating or capital) grants while the capital grants column reflect capital - specific grants. For the year ended September 30, ' 2010, the District had program revenues of $ 36,709. This government -wide focus is more on the ability to sustain the District as an entity and the change in the District's net assets resulting from the current year's activities. ' FINANCIAL STATEMENTS - FUND FINANCIAL STATEMENTS ' The accounts of the District are organized on the basis of funds. The operations of the funds are accounted for with separate self - balancing accounts that comprise their assets, liabilities, fund equity, revenues and expenditures. 15 I KEY LARGO FIRE RESCUE AND EMERGENCY MEDICAL SERVICES DISTRICT I NOTES TO BASIC FINANCIAL STATEMENTS September 30, 2010 1 NOTE 2 - SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (continued) I The District reports the following major governmental funds: General Fund - This fund is used to account for all operating activities of the District. At this time, revenues are primarily derived from ad valorem taxes levied on properties 1 located within District boundaries, grants and interest income. Vehicle and Equipment Replacement Fund - This fund is used to account for resources 1 that are designated for the purpose of acquiring vehicles and equipment. Measurement focus, basis of accounting and presentation: 1 Basis of accounting refers to the point at which revenues or expenditures /expenses are recognized in the accounts and reported in the basic financial statements. It relates to the timing of I the measurements made regardless of the measurement focus applied. Governmental funds use the current fmancial resources measurement focus and the government -wide statements use the economic resources measurement focus. I Governmental activity in the government -wide fmancial statements is presented on the accrual basis of accounting. Revenues are recognized when earned and expenses are recognized when incurred. ' The governmental fund financial statements are presented on the modified accrual basis of accounting under which revenue is recognized in the accounting period in which it becomes I susceptible to accrual (i.e., when it becomes both measurable and available). "Measurable" means the amount of the transaction can be determined and "available" means collectible within the current period or soon enough thereafter to be used to pay liabilities of the current period. For 1 this purpose, the District considers revenues to be available if they are collected within sixty days of the end of the current year. When both restricted and unrestricted resources are available for use, it is the District's 1 policy to use restricted resources first, then unrestricted resources as they are needed. Budget: 1 A budget is adopted for the General Fund and Vehicle and Equipment Replacement Fund on an annual basis. Appropriations lapse at fiscal year end. Changes or amendments to the total I budgeted expenditures of the District must be approved by the District Board of Commissioners. The District follows these procedures in establishing budgetary data to be reflected in the basic financial statements: 1 a. Each year, the Finance Director, based on input from various District departments, submits to the District Board of Commissioners a proposed operating budget for the I fiscal year commencing the following October 1. b. Public hearings are conducted to obtain taxpayer comments. 1 c. Prior to October 1, the budget is legally adopted by the District Board of Commissioners. 1 16 1 KEY LARGO FIRE RESCUE AND EMERGENCY MEDICAL SERVICES DISTRICT I NOTES TO BASIC FINANCIAL STATEMENTS September 30, 2010 1 NOTE 2 - SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (continued) 1 d. The budgets are adopted on a basis consistent with generally accepted accounting principles. Cash and cash equivalents: 1 Cash and cash equivalents, if applicable, are defined as demand deposits, money market eP y accounts, and short-term investments with original maturities of three months or less from the date 1 of acquisition. Investments: 1 Investments, if held, are stated at their fair value, which is based on quoted market prices. Unrealized gains and losses in fair value are recognized. Certain money market investments are stated at amortized cost if they have a remaining maturity of one year or less when purchased. 1 The District investments at September 30, 2010 consist of certificates of deposit. Capital assets: 1 Capital assets are reported in the governmental activities column in the government -wide fmancial statements. The District defines capital assets as assets with an initial, individual cost of I more than $ 1,000 and an estimated useful life in excess of one year. Such assets are recorded at historical cost if purchased or constructed. Donated capital assets are recorded at estimated fair market value at the date of donation. Depreciation on all capital assets is charged to operations using the straight -line method over the assets' estimated service lives. I The costs of normal maintenance and repairs that do not add to the value of the asset set or materially extend asset lives are not capitalized. 1 Equity classifications: I Government - wide statements Equity is classified as net assets and displayed in three components: 1 a. Invested in capital assets, net of related debt - consists of capital assets including restricted capital assets, net of accumulated depreciation and reduced by the outstanding balances of any bonds or other borrowings that are attributable to the 1 acquisition, construction or improvement of those assets, if applicable. b. Restricted net assets - consists of net assets with constraints placed on their use I either by 1) external groups such as creditors, grantors, contributors, or laws or regulations of other governments, or 2) law through constitutional provisions or enabling legislation, if applicable. I c. Unrestricted net assets - all other net assets that do not meet the definition of "restricted" or "invested in capital assets, net of related debt." 1 1 17 KEY LARGO FIRE RESCUE AND EMERGENCY I MEDICAL SERVICES DISTRICT NOTES TO BASIC FINANCIAL STATEMENTS September 30, 2010 I NOTE 2 - SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (continued) 1 Fund statements In the fund financial statements, governmental funds report reservations of fund balance for I amounts that are not available for appropriation or are legally restricted by outside parties for use for a specific purpose. Designations of fund balance represent tentative management plans that are subject to change. 1 Property taxes: I Under Florida law, the assessment of all properties and the collection of all county, municipal, special taxing district and school board property taxes are consolidated in the offices of the County Property Appraiser and County Tax Collector, respectively. All property is reassessed I according to its fair market value on January 1 of each year and each assessment roll is submitted to the State Department of Revenue for review to determine if the assessment roll meets all of the appropriate requirements of state law. The maximum rate the District is allowed to assess is 1.0 I mills ($ 1.000 for each $ 1,000 of assessed valuation). The tax levy is established by the Board of Commissioners prior to October 1 of each year during the budget process. For the fiscal year ended September 30, 2010 the adopted millage rate 1 is .7768 mills ($ .7768 for each $ 1,000 of assessed valuation). Taxes may be paid less a 4% discount in November or at declining discounts each month I through the month of February. All unpaid taxes become delinquent on April 1 following the year in which they are assessed. Beginning on or before June 1, the tax collector is required by law to hold a tax certificate sale. The certificates represent liens on all unpaid taxes on real estate I properties. The sale allows citizens to buy certificates by paying off the owed tax debt. The sale is conducted in reverse auction style with participants bidding downward on interest rates starting at 18%. The certificate is awarded to the lowest bidder. A tax certificate earns a minimum of 5% I interest to the investor until the interest has accrued to greater than 5 %, with the exception of "zero" interest bids, which always earn "zero" interest. I Date of management review: Subsequent events have been evaluated through February 28, 2011, which is the date the financial statements were available to be issued. I NOTE 3 - DEPOSITS AND INVESTMENTS Deposits: 1 The District's deposits must be placed with banks and savings and loans which are qualified as public depositories prior to receipt of public monies under Chapter 280, Florida Statutes. These deposits are insured by the FDIC up to $ 250,000. Monies deposited in amounts greater than the 1 insurance coverage are secured by the banks pledging securities with the State Treasurer in the collateral pool. At year end, the carrying amount of the District's deposits was $ 1,281,485 and the bank balance was $ 1,289,459. 1 18 1 KEY LARGO FIRE RESCUE AND EMERGENCY MEDICAL SERVICES DISTRICT I NOTES TO BASIC FINANCIAL STATEMENTS September 30, 2010 I NOTE 3 - DEPOSITS AND INVESTMENTS (continued) Investments: 1 The District's investments consist of the following: I Interest Rate Maturity I $ 500,000 Certificate of deposit 1.52% 6/15/11 $ 500,000 Certificate of deposit 1.74% 12/15/11 $ 458,198 Certificate of deposit 1.28% 10/15/10 1 a. NOTE 4 - CAPITAL ASSETS Capital asset activity for the year ended September 30, 2010 was as follows: Balance at Balance at October 1, September 30, 2009 Additions Deletions 2010 Governmental Activities: Capital assets, not I being depreciated Construction in progress $ $ 2.500 $ 2,500 I Total capital assets, not being depreciated 2.500 2,500 Capital assets, being depreciated I Buildings and improvements 3,359,030 150,360 _ - 3,359,030 Infrastructure 150,360 Furniture and equipment 569,842 76,855 (13,721) 632,976 I Vehicles 967,078 - - 967,078 Total capital assets, being depreciated 5,046,310 76,855 (13,721) 5,109,444 1 Total capital assets, 5.046.310 79,355 (13,721) 5,111,944 Less accumulated depreciation for: I Buildings and improvements 244,537 100,018 344,555 Infrastructure 2,506 5,012 - 7,518 Furniture and equipment 179,034 91,812 (13,721) 257,125 I Vehicles 294,180 88,894 - 383,074 Total accumulated depreciation 720,257 285,736 (13,721) 992,272 I Governmental activities capital assets, net $ 4,326,053 $ (206,381) $ - $ 4,119.672 1 1 19 1 KEY LARGO FIRE RESCUE AND EMERGENCY MEDICAL SERVICES DISTRICT I NOTES TO BASIC FINANCIAL STATEMENTS September 30, 2010 NOTE 4 - CAPITAL ASSETS (continued) Provision for depreciation was charged to functions as follows: I Governmental Activities: Public safety $ 285,736 I NOTE 5 - INTERLOCAL AGREEMENT 1 The District previously entered into an agreement with Monroe County (the "County") related to the transfer of fire and emergency medical services responsibilities from the County to the District. The agreement became effective October 1, 2006. Under the agreement, the District I accepts all responsibilities for and agrees to provide within the District all of the duties and responsibilities as defined in 2005 Florida Laws, Chapter 329. Based on the terms of the agreement, the District accepted title to certain property previously held by the County under two I long -term lease agreements. Under these agreements, which expire in January 2022 and July 2043, the District retains title to buildings and improvements constructed by the County on land that is owned by the lessor. The agreement which expires in January 2022 contains the option to I renew for two additional 30 -year periods under the same terms and conditions. Upon expiration of one of the agreements, the District's interest in the buildings and improvements transfers to the lessor. Under the other agreement, the District retains title to and has the right to remove any II buildings or improvements located on the leased premises. Additionally, the District has title to certain furniture, equipment and vehicles previously held by the County. NOTE 6 - COMMITMENTS The District previously entered into agreements with Key Largo Volunteer Fire Rescue I Department (the "Department ") and Key Largo Volunteer Ambulance Corps, Inc. (the "Ambulance Corps ") to furnish fire protection services and ambulance services. The agreement with the Department is effective through September 30, 2010. The agreement with the Ambulance Corps is effective through September 30, 2010. Both agreements contain provisions under which I either party may terminate the agreement. Subsequent to year end, the District entered into three 60 day extensions for the above stated agreements. The extensions expire March 28, 2011, at which time the District anticipates having formal long term agreements in place. The agreements I call for payments to be made from the District to the Department and the Ambulance Corps, either in the form of advances, direct payment of expenses or reimbursements. These payments shall be in accordance with the budget appropriations request submitted by the Department and the I Ambulance Corps to the District prior to the adoption of the District's annual budget on October 1 of each year. The budget may be amended during the year to reflect increases in actual expenses and to reflect the increase or decrease in the level of services provided to the District due to the I occurrence of certain events. Additionally, the agreement contains certain other provisions such as the District, the Department and the Ambulance Corps providing for adequate maintenance of emergency vehicles and for the District to have access to the Department's and the Ambulance Corps' fmancial records related to expenditures incurred under the agreement. 1 The District has a commitment to repay Monroe County for electric and water service expenditures paid on behalf of the District. The District has budgeted $ 76,957 during fiscal year I 2011 to fulfill this commitment. 1 20 1 KEY LARGO FIRE RESCUE AND EMERGENCY MEDICAL SERVICES DISTRICT ' NOTES TO BASIC FINANCIAL STATEMENTS September 30, 2010 NOTE 7 - RISK MANAGEMENT In accordance with the agreements with the Department and Ambulance Corps (Note 6), ' the District is required to provide workers' compensation insurance, including $ 500,000 in employer's liability insurance coverage, on the volunteers of the Department and Ambulance Corps, as required by Florida Statutes Chapter 440. Additionally, the District must maintain general liability and automobile liability insurance with minimum coverage limits of $ 2,000,000. 1 1 1 1 1 1 1 • 1 1 1 1 1 1 21 1 1 1 1 1 � QT-ER REPORTS • OF ' INDEPENDENT AUDITORS 1 1 1 1 1 1 1 Keefe, McCullough & LP g Co., - Certified Public Accountants ' REPORT ON INTERNAL CONTROL OVER FINANCIAL REPORTING AND ON COMPLIANCE AND OTHER MATTERS BASED ON AN AUDIT OF FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS To the Board of Commissioners Key Largo Fire Rescue and Emergency Medical Services District Monroe County, Florida ' We have audited the financial statements of the governmental activities and each major fund of Key Largo Fire Rescue and Emergency Medical Services District (the "District ") as of and for the year ended September 30, 2010, which collectively comprise the District's basic financial statements and have issued our report thereon dated February 28, 2011. We conducted our audit in accordance with auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States. ' Internal Control over Financial Reporting ' In planning and performing our audit, we considered the District's internal control over financial reporting as a basis for designing our auditing procedures for the purpose of expressing an opinion on the financial statements but not for the purpose of expressing an opinion on the effectiveness of the District's internal control over financial reporting. Accordingly, we do not express an opinion on the ' effectiveness of the District's internal control over fmancial reporting. A deficiency in internal control exists when the design or operation of a control does not allow ' management or employees, in the normal course of performing their assigned functions, to prevent or detect and correct misstatements on a timely basis. A material weakness is a deficiency, or combination of deficiencies in internal control such that there is a reasonable possibility that a material misstatement of the entity's fmancial statements will not be prevented, or detected and corrected on a timely basis. Our consideration of internal control over financial reporting was for the limited purpose described ' in the first paragraph of this section and was not designed to identify all deficiencies in internal control over financial reporting that might be deficiencies, significant deficiencies or material weaknesses. We did not identify any deficiencies in internal control over fmancial reporting that we consider to be ' material weaknesses, as defined above. Compliance and Other Matters ' As part of obtaining reasonable assurance about whether the District's basic financial statements are free of material misstatement, we performed tests of its compliance with certain provisions of laws, regulations, contracts and grant agreements, noncompliance with which could have a direct and ' material effect on the determination of basic financial statement amounts. However, providing an opinion on compliance with those provisions was not an objective of our audit and, accordingly, we do not express such an opinion. The results of our tests disclosed no instances of noncompliance or other matters that are required to be reported under Government Auditing Standards. 6550 N. Federol Highway Suite 410 For! Lauderdale. FL 33308 954.771.0896 954.938.9353 (F ' www.Kmccpo.com ' 22 1 Key Largo Fire Rescue and Emergency Medical Services District I This report is intended solely for the information and use of District management, members of the Board of Commissioners, and the Auditor General of the State of Florida, and is not intended to be and should not be used by anyone other than these specified parties. kqe,Vicetd10,4 & c., LL-P 1 KEEFE, McCULLOUGH & CO., LLP Fort Lauderdale, Florida February 28, 2011 1 1 1 1 1 1 1 1 1 1 1 1 1 23 Keefe, g McCullou h & Co., LLP F Certified Public Accountants 1 INDEPENDENT AUDITORS' REPORT TO DISTRICT MANAGEMENT 1 To the Board of Commissioners 1 Key Largo Fire Rescue and Emergency Medical Services District Monroe County, Florida We have audited the basic financial statements of Key Largo Fire Rescue and Emergency Medical I our District � (the "District"), as of and for the year ended September 30, 2010, and have issued our report thereon February 28, 2011. I We conducted our audit in accordance with auditing standards generally accepted in the United States of America; the standards applicable to financial audits contained in Government Auditing Standards issued by the Comptroller General of the United States. We have issued our Independent I Auditors' Report on Internal Control over Financial Reporting and Compliance and Other Matters. Disclosures in that report, which are dated February 28, 2011, should be considered in conjunction with this management letter. 1 Additionally, our audit was conducted in accordance with the provisions of Chapter 10.550, Rules of the Auditor General, which govern the conduct of local governmental entity audits performed in the State of Florida. This letter includes the following information, which is not included in the 1 aforementioned auditors' reports. Section 10.554(1)(i)1., Rules of the Auditor General, requires that we determine whether or not I corrective actions have been taken to address findings and recommendations made in the preceding annual financial audit report. The finding and recommendation made in the preceding annual financial audit report has been implemented. 1 Section 10.554(1)(i)2., Rules of the Auditor General, requires our audit to include a review of the provisions of Section 218.415, Florida Statutes, regarding the investment of public funds. In connection with our audit, we determined that Key Largo Fire Rescue and Emergency Medical I Services District complied with Section 218.415, Florida Statutes. Section 10.554(1)(i)3., Rules of the Auditor General, requires that we address in the management I letter any recommendations to improve financial management. In connection with our audit, we did not have any such recommendations. I Section 10.554(1)(i)4., Rules of the Auditor General, requires that we address violations of provisions of contracts or grant agreements, or abuse that have occurred, or are likely to have occurred, that have an effect on the financial statements that is less than material but more than I inconsequential. In connection with our audit, we did not have any such findings. Section 10.554(1)(i)5., Rules of the Auditor General, provides that the auditor may, based on professional judgment, report the following matters that have an inconsequential effect on financial I statements, considering both quantitative and qualitative factors: (1) violations of provisions of contracts or grant agreements, fraud, illegal acts, or abuse, and (2) deficiencies in internal control that are not significant deficiencies. In connection with our audit, we did not have any such findings. 6550 N. Federal Highway '- Suite 4 0 Fort Lauderdale. FL 33308 954 771.0896 954.938.9353 (F) ' www.kmccpa.com 1 24 Key Largo Fire Rescue and Emergency Medical Services District 1 Section 10.554(1)(i)6., Rules of the Auditor General, requires that the name or official title and legal authority for the primary government and each component unit of the reporting entity be disclosed in this management letter, unless disclosed in the notes to the financial statements. Key ' Largo Fire Rescue and Emergency Medical Services District was established on June 8, 2005 by Florida Legislature H.B. No. 1291, pursuant to the provisions of Chapter 190, of the laws of the State of Florida. The District does not have any component units. 1 Section 10.554(1)(i)7.a., Rules of the Auditor General, requires a statement be included as to whether or not the local governmental entity has met one or more of the conditions described in ' Section 218.503(1), Florida Statutes, and identification of the specific condition(s) met. In connection with our audit, we determined that the District did not meet any of the conditions described in Section 218.503(1), Florida Statutes. Section 10.554(1 ) (i)7. b. , Rules of the Auditor General, requires that we determine whether the annual financial report for the District for the fiscal year ended September 30, 2010, filed with the Florida Department of Financial Services pursuant to Section 218.32(1)(a), Florida Statutes, is in ' agreement with the annual financial audit report for the fiscal year ended September 30, 2010. In connection with our audit, we determined that these two reports were in agreement. ' Pursuant to Sections 10.554(1)(i)7.c. and 10.556(7), Rules of the Auditor General, we applied financial condition assessment procedures. It is management's responsibility to monitor the District's financial condition, and our financial condition assessment was based in part on representations made ' by management and the review of financial information provided by same. Pursuant to Chapter 119, Florida Statutes, this management letter is a public record and its distribution is not limited. Auditing standards generally accepted in the United States of America require us to indicate that this letter is intended solely for the information and use of management, and the Florida Auditor General, and is not intended to be and should not be used by anyone other than these specified parties. 1 !'sec c, Thc e fi Co., L� KEEFE, McCULLOUGH & CO., LLP Fort Lauderdale, Florida February 28, 2011 1 1 1 1 1 ' 25 KEY LARGO FIRE RESCUE AND EMERGENCY MEDICAL SERVICES DISTRICT SCHEDULE OF FINDINGS AND RESPONSES September 30, 2010 ' PRIOR YEAR INTERNAL CONTROL COMMENT AND RECOMMENDATION ' IMPLEMENTED OR NO STILL LONGER APPLICABLE RELEVANT 2009 -01 Equipment Purchases X ' CURRENT YEAR INTERNAL. CONTROL. COMMENT AND RECOMMENDATION NONE 1 1 ' 26