WEST METRO FIRE-RESCUE Notice of Board of Directors Meeting

Transcription

1 WEST METRO FIRE-RESCUE Notice of Board of Directors Meeting December 12, :45 PM Executive Session Regular Board Meeting Following Promotional Ceremony An executive session of the West Metro Fire-Rescue District Board of Directors will be held: Date and Time: Wednesday, December 12, 2018 at 5:45 PM The purpose of the executive meeting is to evaluate the performance of the Fire Chief. This portion of the work session may be closed pursuant to Minnesota Statutes, section 13D.05, subdivision 3 (a). A regular meeting of the West Metro Fire-Rescue District Board of Directors will be held: Date and Time: Wednesday, December 12, 2018 following the promotional ceremony Location: West Metro Fire Station Xylon Avenue North New Hope, MN For additional information, contact the Board Secretary, Anne Norris at Posted at: Crystal City Hall, West Metro Fire Station 3, and New Hope City Hall. Dated: December 1, 2018

2 West Metro Fire-Rescue District BOARD OF DIRECTORS MEETING AGENDA December 12, :45 PM Executive Session Regular Meeting Following Promotional Ceremony Executive Session 5:45 A. Fire Chief s Evaluation Promotional Dinner 6:00-7:00 Promotional Ceremony - Following Dinner Regular Meeting - Following Promotional Ceremony A. Call to order by Board President. B. Roll Call C. Minutes 1. Approve the October 10, 2018 Board of Directors Meeting Minutes D. Open Forum E. Consent Agenda 1. Approve September Expenditures totaling $168, Approve October Expenditures totaling $165, Approve Resolution Accepting Donations Credit Card Purchases Resolution Fire Chief as 2019 Purchasing Agent Resolution Approve LMCIT Liability Coverage-Waiver Form F. Chief s Report 1. Chief s Report 2. 3nd Quarter Financial Report G. Old Business 1. Board s representatives on the West Metro Fire Relief Association Board H. New Business Meeting Schedule Capital Plan Amendment Resolution Capital Plan Amendment Resolution Carry over and Commitment of Capital Funds Resolution Health Insurance Rates COLA Paid, on-call Pension 8. Employee Handbook Revisions 9. Chief s Evaluation I. Recognition of Board Director Jeff Kolb J. Other Matters and Announcements 1. Regular meeting of the West Metro Board of Directors February 13, 2018 at 6:30 PM K. Adjournment

3 C-Minutes WEST METRO FIRE-RESCUE DISTRICT Board of Directors Meeting Minutes October 10, 2018 Draft A. Call to order President Gary Laurant called the regular meeting of the West Metro Fire-Rescue District Board of Directors to order at 6:32 p.m. on October 10, 2018, at Station 3, 4251 Xylon Avenue N., New Hope, MN. B. Roll Call The following Directors were present: Gary Laurant Representative at Large, President Anne Norris City Manager, City of Crystal, Secretary Kirk McDonald City Manager, City of New Hope, Vice President John Elder Council, City of New Hope Mary Serie Citizen Representative, City of Crystal The following staff members were present: Fire Chief Sarah Larson Assistant Fire Chief Adam Wodtke Assistant Fire Chief Josh Kunde Assistant Fire Chief Joel Nelson Deputy Fire Marshal Shelby Wolf District Counsel Roger Knutson Recording Secretary Amy Juntunen, JASS C. Minutes 1. Approve the July 11, 2018 Board of Directors Meeting Minutes Motion by Norris, second by Elder to approve the minutes as presented. Motion carried. D. Open Forum None. E. Consent Agenda 1. Approve June Expenditures totaling $173, Approve July Expenditures totaling $258, Approve August Expenditures totaling $125, Approve Resolution Accepting Donations from the West Metro Fire Relief Association Motion by Elder, second by Norris to approve the Consent Agenda. Motion carried. F. Recognition The Board presented a Certificate of Appreciation to Lammle in recognition of his years of service to the District.

4 West Metro Fire-Rescue District Minutes October 10, 2018 Page 2 G. Chief s Report There have been 1,217 total calls for service through September 30, It is estimated that total calls for 2018 will be 1,821 if the current pace continues, a decrease from Chief Larson met with the City Managers in July and September. Officers met in August to discuss a multitude of topics and updates, and in September attended training with Edina Fire Chief Tom Schmitz on initial tactics and strategies on the scene of a fire. Full-time staff met in July and August to review orientation and training for new officers, the blood drive, implementation of the new RMS software, preparation for future training, and interviews with recruits, among other topics. Chief Larson also attended city council work sessions in August to answer any questions regarding the 2019 budget. The 2019 budget was approved by both city councils with no changes. Chief Larson reviewed the District s 2018 budget to actual through the second quarter by line item. [Serie arrived 6:41 p.m.] The promotion process concluded in June and new lieutenants are already in full duty rotations with training scheduled in the third quarter. Recruitment resulted in 54 candidates for 10 open positions. Eleven were extended offers. Additional qualified candidates may be contacted if any new hires do not meet requirements. There has been one resignation due to a job change. The District participated in many public events over the summer. The August blood drive collected 31 units. The next blood drive is scheduled for November 26 and drives are scheduled quarterly in Specialized training is held on the third Thursday of each month. The September training was canceled due to flooding. Honor Guard training continues monthly. A recognition banquet was held on September 7 with many District firefighters and officers receiving awards, including the most customer service awards ever given. Board members noted that the customer service stories should be posted to the website as additional recognition of above-and-beyond service. The State Fire Chief Association Conference is this week. Seven firefighters are attending the conference in Texas, fully funded by FEMA, including flight, hotel and training. The 2019 West Suburban Fire Academy is expecting 39 students. Apprentice firefighters just finished apparatus training and all passed their state certification. A promotion ceremony will be held at the December meeting. Staff continues to implement the new FDM system and is nearing completion of the project. Staff was asked to give a presentation on the FDM system to other FDM users and clients about the level of customization and creative solutions used since they are out of the norm for this product but work well. A free FDM conference registration was earned. Training videos are being produced and can be found on YouTube. A facilities maintenance update was provided. The vehicle ordered came in wrong, a Tahoe instead of a Silverado. Staff did not accept delivery, so that expense will carry over to the 2019 capital plan. The purchase is made through the state contract vendor. Staff is applying for a grant to purchase

5 West Metro Fire-Rescue District Minutes October 10, 2018 Page 3 and install extractors and dryers in all three stations so all firefighters can clean their gear after each fire right away. Currently the only extractor/dryer is at Station 3. The grant would require a 35% match from the District. New Hope donated a house for an interior live burn scheduled for next week. The house will be burned down the following week. The Brooklyn Park Home Depot donated 50% of the cost of the materials needed for the burn. Staff expressed appreciation to the City of New Hope for the donation. City councils will be invited. Year-to-date there have been 555 inspections and 224 reinspections performed. The West Broadway area is nearly complete and the next focus is the Crystal Mall area. Inspectors regularly receive training on the process and the new FDM software. The home inspection program was also busy after promotion in the city utility billing, with 22 inspections completed and two more scheduled. The goal is to perform 30 home inspections annually. Fire prevention education started in the schools two weeks ago and presentations have been scheduled through the second week in November. The current focus is kindergarten through second grade. A segment for airing on local cable, CCX, was just filmed. The video will also be available on the District and city websites. It is already available on Crystal s facebook page. H. Old Business Pension. When the District was established, a new pension fund was also established. The pension contribution has been revised several times since being established and in 2012 it was determined that only paid on-call firefighters who answer 40% of all calls and attend a minimum of drills and other training each year qualify to receive the pension. Firefighters must be employed and qualify for five years to be eligible for any pension funds, 10 years to be fully vested for pension. A Special Pension Fund was created as part of the 2014 budget to even out the contributions made by the cities. As of 2018 that fund holds $129,000. Staff recommended continuing to fund the pension as it has been since the paid on-call model is the most cost-effective. The pension helps with recruitment and retention of firefighters. The December meeting agenda will include a proposal to increase the pension by 3% to match the COLA/pension approved by the cities. Past increases were 2.5% and 2% in 2017 and 2016, respectively. I. New Business 1. Capital Purchases. A memo for the replacement of work stations was included in the packet. Work stations are scheduled for replacement every four years. Items are not replaced if in good working order. Motion by Norris, second by Serie to approve the capital purchase of new workstation equipment as presented. Motion carried. A memo regarding the replacement of 15 pagers no longer supported by the manufacturer. The District maintains 70 pagers and replaces these items as needed. Motion by McDonald, second by Elder to purchase 15 pagers through Ancom as presented. Motion carried.

6 West Metro Fire-Rescue District Minutes October 10, 2018 Page 4 2. Board s Representatives on the West Metro Fire Relief Association Board. When the last representatives were appointed, the Board neglected to include term expirations. By law, representatives should be appointed on an annual basis. Motion by Serie, second by Elder to talk to both current representatives and begin annual postings as with other volunteer positions. Motion carried. 3. City of New Hope Citizen Representative. The City of New Hope is currently recruiting for this open position with applications being accepted through November 2. It is hoped that a new representative will be selected and in attendance at the December meeting. J. Other Matters and Announcements Norris sent the forms for the Board s evaluation of the Fire Chief on Monday and will re-send to all Board members via . Board members will complete the evaluation and return to Laurant by November 2. The next regular meeting of the West Metro Board of Directors will be held December 12, 2018 at 6:30 p.m. An Executive Session will be held prior to the regular meeting. K. Adjournment There being no further business, motion by McDonald, second by Elder to adjourn. The meeting adjourned at 7:43 p.m. Respectfully submitted, Amy Juntunen Recording Secretary

7 WEST METRO FIRE-RESCUE DISTRICT Profit Loss Budget vs. Actual September 2018 September 2018 YTD Budget E-1 Consent % of Budget Used YTD Ordinary Income/Expense Income Operating Revenue 151, ,367, ,822, % Intergovernmental Grants , % Refunds & Reimbursements , % Miscellaneous Income 1, , % Total Income 153, ,391, ,822, % Expense Personnel Regular Salaries 53, , , % Part-time Volunteers 39, , , % PERA Coordinator 8, , , % Social Security & Medicare 3, , , % Health Savings Accounts Health Savings Accounts , , % Health Insurance 5, , , % Long Term Disability , % Life Insurance % Workers Comp Insurance 23, , , % Unemployment Insurance % Total Health Savings Accounts 28, , , % Uniforms , , % Total Personnel 134, ,008, ,386, % Supplies Office Supplies , % Cleaning , , % Miscellaneous Operating , , % Tools & Equipment , , % Motor Fuels 1, , , % Turn Out Gear 1, , , % Fire Prevention Supplies , , % Total Supplies 3, , , % Service Consultant , , % Other Contract % Legal Fees , , % Medical Exams , , % Total Service , , % Communications & Delivery Postage and Delivery % Communication & Technology 9, , , % Total Communications & Delivery 9, , , % Page 1 of 2

8 WEST METRO FIRE-RESCUE DISTRICT Profit Loss Budget vs. Actual September 2018 September 2018 YTD Budget % of Budget Used YTD Utilities Electric 2, , , % Water\Sewer , , % Gas , , % Refuse , % Total Utilities 3, , , % Maintenance Maintenance - Other 1, , , % Building Repairs , , % Equipment Repairs , , % Vehicle Repairs 1, , , % Total Maintenance 2, , , % Rent Office Equipment Rental , , % Total Rent , , % Dues, Subscriptions & Training Dues and Subscriptions , , % Awards 2, , , % Books % Training 4, , , % Licenses & Permits % Total Dues, Subscriptions & Training 7, , , % Miscellaneous Printing % Insurance , , % Financial Services 3, , , % Total Miscellaneous 3, , , % Total Expense 164, ,316, ,822, % Net Ordinary Income (11,683.29) 74, % Net Income (11,683.29) 74, % Page 2 of 2

9 12:58 PM 08/08/18 WEST METRO FIRE-RESCUE DISTRICT Check Detail September 2018 Type Num Date Name Account Original Amount Liability Check 09/05/2018 QuickBooks Payroll Service Regular Salaries Liability Check 09/05/2018 QuickBooks Payroll Service Direct Deposit Liabilities 18, Liability Check 09/19/2018 QuickBooks Payroll Service Regular Salaries Liability Check 09/19/2018 QuickBooks Payroll Service Direct Deposit Liabilities 51, Bill Pmt -Check Bill.com 09/14/2018 Cintas Maintenance Bill Pmt -Check Bill.com 09/14/2018 Local Government Information Systems Communication & Technology 1, Bill Pmt -Check Bill.com 09/14/2018 AEM Financial Solutions Financial Services 3, Bill Pmt -Check Bill.com 09/14/2018 Local Government Information Systems Communication & Technology 4, Bill Pmt -Check Bill.com 09/14/2018 Local Government Information Systems Communication & Technology Bill Pmt -Check Bill.com 09/14/2018 League of MN Cities Ins Trust Workers Comp Insurance 23, Bill Pmt -Check Bill.com 09/14/2018 King Signs, Graphics & Imaging Insurance Bill Pmt -Check Bill.com 09/14/2018 Fire Safety U.S.A Turn Out Gear Bill Pmt -Check Bill.com 09/14/2018 Local Government Information Systems Communication & Technology Bill Pmt -Check Bill.com 09/14/2018 Auto Zone Vehicle Repairs Bill Pmt -Check Bill.com 09/14/2018 City of Minneapolis Training Bill Pmt -Check Bill.com 09/14/2018 Fastenal Company Building Equipment 4, Bill Pmt -Check Bill.com 09/14/2018 Sun Life Financial Payroll Liabilities Bill Pmt -Check Bill.com 09/14/2018 Sun Life Financial Payroll Liabilities Bill Pmt -Check Bill.com 09/14/2018 Sun Life Financial Life Insurance Bill Pmt -Check Bill.com 09/14/2018 Campbell Knutson Legal Fees Bill Pmt -Check Bill.com 09/14/2018 Emergency Response Solutions Turn Out Gear Bill Pmt -Check Bill.com 09/14/2018 Hennepin County Information Technology De Communication & Technology 1, Bill Pmt -Check Bill.com 09/14/2018 Ultimate Safety Concepts Inc. DBA Clarey Vehicle Repairs Bill Pmt -Check Bill.com 09/14/2018 MnFIAM Book Sales Training Bill Pmt -Check Bill.com 09/14/2018 Auto Services Inc Vehicle Repairs Bill Pmt -Check Bill.com 09/14/2018 Viking Trophies, Inc Awards 2, Bill Pmt -Check Bill.com 09/14/2018 Fire Safety U.S.A Vehicle Repairs Bill Pmt -Check Bill.com 09/28/2018 Wodtke, Adam - reimburse Training Bill Pmt -Check Bill.com 09/28/2018 Red Wing Shoe Store Uniforms Bill Pmt -Check Bill.com 09/28/2018 CMT Diversified Janitorial Maintenance Bill Pmt -Check Bill.com 09/28/2018 Minnesota Fire Service Certification Boar Training 1, Bill Pmt -Check Bill.com 09/28/2018 City of Crystal-Ins & Fuel Motor Fuels 1, Bill Pmt -Check Bill.com 09/28/2018 North Memorial Health Training 1, Bill Pmt -Check Bill.com 09/28/2018 Century Promotional Advertising LLC Uniforms Bill Pmt -Check Bill.com 09/28/2018 BDS Laundry Systems Building Repairs Check EFT 09/01/2018 US Bank Training Check EFT 09/01/2018 US Bank Training Check EFT 09/01/2018 US Bank Dues and Subscriptions Check EFT 09/01/2018 US Bank Financial Services Check EFT 09/01/2018 US Bank Financial Services Check EFT 09/01/2018 US Bank Awards Check EFT 09/01/2018 US Bank Miscellaneous Operating Check EFT 09/01/2018 US Bank Miscellaneous Operating Check EFT 09/01/2018 US Bank Training Check EFT 09/01/2018 US Bank Postage and Delivery Check EFT 09/01/2018 US Bank Communication & Technology Check EFT 09/01/2018 US Bank Communication & Technology Check EFT 09/04/2018 HealthPartners Health Insurance 5, Check EFT 09/06/2018 XCEL ENERGY Electric 2, Liability Check EFT 09/06/2018 United States Treasury WH 2, Liability Check EFT 09/06/2018 United States Treasury MEDICARE - ER Liability Check EFT 09/06/2018 United States Treasury MEDICARE - EE Liability Check EFT 09/06/2018 Minnesota Dept of Revenue STATE W/H 1, Check EFT 09/06/2018 PERA PERA 7, Check EFT 09/06/2018 Alerus - reimb Withheld HSA Check EFT 09/09/2018 Citi Bank Communication & Technology Check EFT 09/09/2018 Citi Bank Turn Out Gear Check EFT 09/09/2018 Citi Bank Building Repairs Check EFT 09/12/2018 Comcast Communication & Technology Check EFT 09/15/2018 Integra Telecom Communication & Technology Check EFT 09/16/2018 City of New Hope - UB Water\Sewer Liability Check EFT 09/20/2018 United States Treasury WH 3, Liability Check EFT 09/20/2018 United States Treasury FICA - ER 2, Liability Check EFT 09/20/2018 United States Treasury FICA - EE 2, Liability Check EFT 09/20/2018 United States Treasury MEDICARE - ER Liability Check EFT 09/20/2018 United States Treasury MEDICARE - EE Liability Check EFT 09/20/2018 Minnesota Dept of Revenue STATE W/H 1, Check EFT 09/20/2018 PERA PERA 7, Check EFT 09/20/2018 MN Child Support Child Support Check EFT 09/20/2018 Alerus - reimb Withheld HSA Check EFT 09/20/2018 Culligan Miscellaneous Operating Check EFT 09/20/2018 Culligan Miscellaneous Operating Page 1 of 2

10 12:58 PM 08/08/18 WEST METRO FIRE-RESCUE DISTRICT Check Detail September 2018 Type Num Date Name Account Original Amount Check EFT 09/20/2018 Culligan Miscellaneous Operating Check EFT 09/21/2018 USBEquipFinance Office Equipment Rental Check EFT 09/23/2018 Verizon Wireless Communication & Technology Check EFT 09/25/2018 Center Point Energy Gas Check EFT 09/25/2018 Center Point Energy Gas Check EFT 09/25/2018 Center Point Energy Gas Check EFT 09/26/2018 Alerus - Billing Health Insurance Check EFT 09/28/2018 Verizon Wireless Communication & Technology Total $ 168, Page 2 of 2

11 WEST METRO FIRE-RESCUE DISTRICT Profit Loss Budget vs. Actual October 2018 October 2018 YTD Budget E-2 Consent % of Budget Used YTD Ordinary Income/Expense Income Operating Revenue 151, ,519, ,822, % Intergovernmental Grants , % Refunds & Reimbursements , % Miscellaneous Income , % Total Income 151, ,543, ,822, % Expense Personnel Regular Salaries 53, , , % Part-time Volunteers 37, , , % PERA Coordinator 8, , , % Social Security & Medicare 3, , , % Health Savings Accounts Health Savings Accounts , , % Health Insurance 5, , , % Long Term Disability , % Life Insurance % Workers Comp Insurance , , % Unemployment Insurance % Total Health Savings Accounts 5, , , % Uniforms , , % Total Personnel 108, ,116, ,386, % Supplies Office Supplies , % Cleaning , , % Miscellaneous Operating 1, , , % Tools & Equipment , , % Motor Fuels 2, , , % Turn Out Gear 1, , , % Fire Prevention Supplies , , % Total Supplies 5, , , % Service Consultant , , % Other Contract % Legal Fees , , % Medical Exams , , % Total Service , , % Communications & Delivery Postage and Delivery % Communication & Technology 7, , , % Total Communications & Delivery 7, , , % Page 1 of 2

12 WEST METRO FIRE-RESCUE DISTRICT Profit Loss Budget vs. Actual October 2018 October 2018 YTD Budget % of Budget Used YTD Utilities Electric 2, , , % Water\Sewer , , % Gas , , % Refuse , % Total Utilities 3, , , % Maintenance Maintenance - Other 1, , , % Building Repairs 3, , , % Equipment Repairs , , % Vehicle Repairs , , % Total Maintenance 5, , , % Rent Office Equipment Rental , , % Total Rent , , % Dues, Subscriptions & Training Dues and Subscriptions , , % Awards , , % Books % Training 4, , , % Licenses & Permits % Total Dues, Subscriptions & Training 4, , , % Miscellaneous Printing % Insurance , , % Financial Services 3, , , % Total Miscellaneous 3, , , % Total Expense 139, ,456, ,822, % Net Ordinary Income 12, , % Net Income 12, , % Page 2 of 2

13 12:58 PM 08/08/18 WEST METRO FIRE-RESCUE DISTRICT Check Detail October 2018 Type Num Date Name Account Original Amount Liability Check 10/03/2018 QuickBooks Payroll Service Regular Salaries Liability Check 10/03/2018 QuickBooks Payroll Service Direct Deposit Liabilities 18, Check 10/05/2018 Minnesota Bureau of Criminal Apprehension Miscellaneous Operating Liability Check 10/17/2018 QuickBooks Payroll Service Regular Salaries Liability Check 10/17/2018 QuickBooks Payroll Service Direct Deposit Liabilities 50, Liability Check 10/31/2018 QuickBooks Payroll Service Regular Salaries Liability Check 10/31/2018 QuickBooks Payroll Service Direct Deposit Liabilities 18, Bill Pmt -Check Bill.com 10/12/2018 Tate, Jon - Reimburse Awards Bill Pmt -Check Bill.com 10/12/2018 Local Government Information Systems Communication & Technology 4, Bill Pmt -Check Bill.com 10/12/2018 Hennepin County Information Technology De Communication & Technology 1, Bill Pmt -Check Bill.com 10/12/2018 Batteries Plus Office Supplies Bill Pmt -Check Bill.com 10/12/2018 IDC Automatic Building Repairs 2, Bill Pmt -Check Bill.com 10/12/2018 Supply Solutions LLC Cleaning Bill Pmt -Check Bill.com 10/12/2018 ECM Publishers, Inc Miscellaneous Operating Bill Pmt -Check Bill.com 10/12/2018 Auto Zone Motor Fuels Bill Pmt -Check Bill.com 10/12/2018 Auto Zone Vehicle Repairs Bill Pmt -Check Bill.com 10/12/2018 Safe Assure Consultants Inc., Training Bill Pmt -Check Bill.com 10/12/2018 City of Crystal-Ins & Fuel Motor Fuels 2, Bill Pmt -Check Bill.com 10/12/2018 Cintas Maintenance Bill Pmt -Check Bill.com 10/12/2018 Jaeger, Jon - reimburse Uniforms Bill Pmt -Check Bill.com 10/12/2018 Fire Safety U.S.A Turn Out Gear Bill Pmt -Check Bill.com 10/12/2018 Campbell Knutson Legal Fees Bill Pmt -Check Bill.com 10/12/2018 AEM Financial Solutions Financial Services 3, Bill Pmt -Check Bill.com 10/12/2018 Wodtke, Adam - reimburse Communication & Technology Bill Pmt -Check Bill.com 10/12/2018 Wodtke, Adam - reimburse Communication & Technology Bill Pmt -Check Bill.com 10/12/2018 Fire Safety U.S.A Vehicle Repairs Bill Pmt -Check Bill.com 10/12/2018 Century College Training 1, Bill Pmt -Check Bill.com 10/12/2018 Sun Life Financial Payroll Liabilities Bill Pmt -Check Bill.com 10/12/2018 Sun Life Financial Payroll Liabilities Bill Pmt -Check Bill.com 10/12/2018 Sun Life Financial Life Insurance Bill Pmt -Check Bill.com 10/26/2018 Ancom Communications, Inc Admin Technology equipment 7, Bill Pmt -Check Bill.com 10/26/2018 ALEX AIR Building Repairs Bill Pmt -Check Bill.com 10/26/2018 Century College Training Bill Pmt -Check Bill.com 10/26/2018 CMT Diversified Janitorial Maintenance Bill Pmt -Check Bill.com 10/26/2018 American Pressure Inc Building Repairs Bill Pmt -Check Bill.com 10/26/2018 Local Government Information Systems Communication & Technology Bill Pmt -Check Bill.com 10/26/2018 American Pressure Inc Building Repairs Bill Pmt -Check Bill.com 10/26/2018 Fire Safety U.S.A Turn Out Gear 1, Bill Pmt -Check Bill.com 10/26/2018 Lepage & Sons Refuse Bill Pmt -Check Bill.com 10/26/2018 Fire Safety U.S.A Equipment Repairs Check EFT 10/01/2018 US Bank Financial Services Check EFT 10/01/2018 US Bank Restrictions-Other Check EFT 10/01/2018 US Bank Restrictions-Other Check EFT 10/01/2018 US Bank Financial Services Check EFT 10/01/2018 US Bank Training Check EFT 10/01/2018 US Bank Training 1, Check EFT 10/01/2018 US Bank Training Check EFT 10/01/2018 US Bank Training Check EFT 10/01/2018 HealthPartners Health Insurance 5, Liability Check EFT 10/04/2018 United States Treasury WH 2, Liability Check EFT 10/04/2018 United States Treasury MEDICARE - ER Liability Check EFT 10/04/2018 United States Treasury MEDICARE - EE Liability Check EFT 10/04/2018 Minnesota Dept of Revenue STATE W/H 1, Check EFT 10/04/2018 PERA PERA 7, Check EFT 10/04/2018 Alerus - reimb Withheld HSA Check EFT 10/08/2018 XCEL ENERGY Electric 2, Check EFT 10/09/2018 Citi Bank Equipment Repairs Check EFT 10/09/2018 Citi Bank Building Repairs Check EFT 10/09/2018 Citi Bank Communication & Technology Check EFT 10/09/2018 Citi Bank Restrictions-Other Check EFT 10/09/2018 Citi Bank Building Repairs Check EFT 10/12/2018 Comcast Communication & Technology Check EFT 10/16/2018 Integra Telecom Communication & Technology Check EFT 10/16/2018 City of New Hope - UB Water\Sewer Liability Check EFT 10/18/2018 United States Treasury WH 3, Liability Check EFT 10/18/2018 United States Treasury FICA - ER 2, Liability Check EFT 10/18/2018 United States Treasury FICA - EE 2, Liability Check EFT 10/18/2018 United States Treasury MEDICARE - ER Liability Check EFT 10/18/2018 United States Treasury MEDICARE - EE Liability Check EFT 10/18/2018 Minnesota Dept of Revenue STATE W/H 1, Check EFT 10/18/2018 PERA PERA 7, Check EFT 10/18/2018 Alerus - reimb Withheld HSA Page 1 of 2

14 12:58 PM 08/08/18 WEST METRO FIRE-RESCUE DISTRICT Check Detail October 2018 Type Num Date Name Account Original Amount Check EFT 10/18/2018 MN Child Support Child Support Check EFT 10/20/2018 Culligan Miscellaneous Operating Check EFT 10/20/2018 Culligan Miscellaneous Operating Check EFT 10/20/2018 Culligan Miscellaneous Operating Check EFT 10/21/2018 USBEquipFinance Office Equipment Rental Check EFT 10/22/2018 City of Crystal Utility Water\Sewer Check EFT 10/24/2018 Verizon Wireless Communication & Technology Check EFT 10/25/2018 Center Point Energy Gas Check EFT 10/25/2018 Center Point Energy Gas Check EFT 10/25/2018 Center Point Energy Gas Check EFT 10/25/2018 Alerus - Billing Health Insurance Check EFT 10/29/2018 Verizon Wireless Communication & Technology Total $ 165, Page 2 of 2

15 E-3 Consent RESOLUTION # RESOLUTION ACCEPTING DONATIONS ON BEHALF OF WEST METRO FIRE-RESCUE DISTRICT WHEREAS, Minnesota Statute requires that all gifts and donations of real or personal property be accepted only with the adoption of a resolution; WHEREAS, the West Metro Fire - Rescue District has received the following donations; Home Depot Discount on Building Materials for Live Burn West Metro Fire-Rescue Firefighter s Relief Association $10,000 West Metro Fire-Rescue Firefighter s Relief Association $6,000 Affinity Plus Federal Credit Union $200 Liberty Diversified International $25 WHEREAS, said donation must be accepted via a resolution of the Board of Directors adopted by a two-thirds majority of its members. that: NOW, THEREFORE, BE IT RESOLVED by the Board Directors of the West Metro Fire - Rescue District 1. The donation of a discount on building materials for live burn from the Home Depot; and 2. The Home Depot is sincerely thanked for their generous donation; and 3. The donations of $16,000 from the West Metro Fire-Rescue Firefighter s Relief Association is accepted; and 4. The West Metro Fire-Rescue Firefighter s Relief Association is sincerely thanked for their generous donation. 5. The donation of $200 from Affinity Plus Federal Credit Union is accepted; and 6. Affinity Plus Federal Credit Union is sincerely thanked for their generous donation; and 7. The donation of $25 from Liberty Diversified International is accepted; and 8. Liberty Diversified International is sincerely thanked for their generous donation. DATED this 12th day of December, WEST METRO FIRE - RESCUE DISTRICT By:, President Gary Laurant ATTEST:, Board Secretary Anne Norris

16 E-4 Consent WEST METRO FIRE-RESCUE DISTRICT RESOLUTION # RESOLUTION AUTHORIZING THE FIRE CHIEF TO UTILIZE WMFRD CREDIT CARD WHEREAS, Minnesota Statute authorizes and defines the requirements for government agencies to make purchases using credit cards, and; WHEREAS, in certain forms of commerce a credit card may be the only method of payment allowed for purchases, and; WHEREAS, the Board of Directors has authorized credit card purchases by the Fire Chief in the past, and; WHEREAS, the Board of Directors finds that it is beneficial for credit card purchases to continue to be allowed, and; WHEREAS, policy direction for credit card purchases is contained in Employee Handbook Section NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the West Metro Fire-Rescue District that the Fire Chief is authorized to make purchases by credit card as directed by Employee Handbook Section in Adopted this 12th day of December, WEST METRO FIRE - RESCUE DISTRICT By:, President Gary Laurant ATTEST:, Board Secretary Anne Norris

17 E-5 Consent WEST METRO FIRE-RESCUE DISTRICT RESOLUTION # RESOLUTION AUTHORIZING THE FIRE CHIEF AS 2019 PURCHASING AGENT WHEREAS, the Board of Directors of the West Metro Fire-Rescue District is responsible for all expenditures made by the District, and; WHEREAS, the Board of Directors designates a Purchasing Agent for certain items as required by Article VII of the Joint Powers Agreement of the West Metro Fire-Rescue District, and; WHEREAS; Article VII of the Joint Powers Agreement of the West Metro Fire-Rescue District designates the Fire Chief as the Purchasing Agent for all purchases that do not exceed the limitation in Minnesota Statute , and; WHEREAS, the Board of Directors of the West Metro Fire-Rescue District has approved Employee Handbook Section which provides policy direction regarding purchases, NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the West Metro Fire-Rescue District that the Fire Chief be authorized as the Purchasing Agent for all purchases that do not exceed the limitations in Minnesota Statute and Employee Handbook Section Adopted this 12th day of December, WEST METRO FIRE - RESCUE DISTRICT By:, President Gary Laurant ATTEST:, Board Secretary Anne Norris

18 E-6 Consent M E M O R A N D U M DATE: December 12, 2018 TO: FROM: RE: West Metro Fire-Rescue District Board Sarah Larson, WMFRD Chief LMCIT Liability Coverage Waiver Form BACKGROUND: Entities with coverage through the League of Minnesota Cities Insurance Trust must indicate whether or not the member wishes to waive the monetary limits on tort liability established by M.S If the member does not waive the statutory tort limits, an individual claimant would be able to recover no more than $500,000 on any claim to which the statutory tort limits apply. The total all claimants would be able to recover per single occurrence to which the statutory tort limits apply would be limited to $1,500,000. If the member waives the statutory tort limits, a single claimant could potentially recover up to $2,000,000 on a single occurrence. RECOMMENDATION: Staff requests the Board pass a motion to accept statutory limitations for individual claimant recovery of $500,000. ATTACHMENTS LMCIT Liability Coverage Waiver Form Minnesota Statutes

19 LIABILITY COVERAGE WAIVER FORM Members who obtain liability coverage through the League of Minnesota Cities Insurance Trust (LMCIT) must complete and return this form to LMCIT before the member s effective date of coverage. Return completed form to your underwriter or to pstech@lmc.org. The decision to waive or not waive the statutory tort limits must be made annually by the member s governing body, in consultation with its attorney if necessary. Members who obtain liability coverage from LMCIT must decide whether to waive the statutory tort liability limits to the extent of the coverage purchased. The decision has the following effects: If the member does not waive the statutory tort limits, an individual claimant could recover no more than $500,000 on any claim to which the statutory tort limits apply. The total all claimants could recover for a single occurrence to which the statutory tort limits apply would be limited to $1,500,000. These statutory tort limits would apply regardless of whether the member purchases the optional LMCIT excess liability coverage. If the member waives the statutory tort limits and does not purchase excess liability coverage, a single claimant could recover up to $2,000,000 for a single occurrence (under the waive option, the tort cap liability limits are only waived to the extent of the member s liability coverage limits, and the LMCIT per occurrence limit is $2,000,000). The total all claimants could recover for a single occurrence to which the statutory tort limits apply would also be limited to $2,000,000, regardless of the number of claimants. If the member waives the statutory tort limits and purchases excess liability coverage, a single claimant could potentially recover an amount up to the limit of the coverage purchased. The total all claimants could recover for a single occurrence to which the statutory tort limits apply would also be limited to the amount of coverage purchased, regardless of the number of claimants. Claims to which the statutory municipal tort limits do not apply are not affected by this decision. LMCIT Member Name: Check one: o The member DOES NOT WAIVE the monetary limits on municipal tort liability established by Minn. Stat o The member WAIVES the monetary limits on municipal tort liability established by Minn. Stat , to the extent of the limits of the liability coverage obtained from LMCIT. Date of member s governing body meeting: Signature: Position:

20 1 MINNESOTA STATUTES MAXIMUM LIABILITY. Subdivision 1. Limits; punitive damages. (a) Liability of any municipality on any claim within the scope of sections to shall not exceed: (1) $300,000 when the claim is one for death by wrongful act or omission and $300,000 to any claimant in any other case, for claims arising before January 1, 2008; (2) $400,000 when the claim is one for death by wrongful act or omission and $400,000 to any claimant in any other case, for claims arising on or after January 1, 2008, and before July 1, 2009; (3) $500,000 when the claim is one for death by wrongful act or omission and $500,000 to any claimant in any other case, for claims arising on or after July 1, 2009; (4) $750,000 for any number of claims arising out of a single occurrence, for claims arising on or after January 1, 1998, and before January 1, 2000; (5) $1,000,000 for any number of claims arising out of a single occurrence, for claims arising on or after January 1, 2000, and before January 1, 2008; (6) $1,200,000 for any number of claims arising out of a single occurrence, for claims arising on or after January 1, 2008, and before July 1, 2009; (7) $1,500,000 for any number of claims arising out of a single occurrence, for claims arising on or after July 1, 2009; (8) twice the limits provided in clauses (1) to (7) when the claim arises out of the release or threatened release of a hazardous substance, whether the claim is brought under sections 115B.01 to 115B.15 or under any other law; or (9) $1,000,000 for any number of claims arising out of a single occurrence, if the claim involves a nonprofit organization engaged in or administering outdoor recreational activities funded in whole or in part by a municipality or operating under the authorization of a permit issued by a municipality. (b) No award for damages on any such claim shall include punitive damages. Subd. 1a. Officers and employees. The liability of an officer or an employee of any municipality for a tort arising out of an alleged act or omission occurring in the performance of duty shall not exceed the limits set forth in subdivision 1, unless the officer or employee provides professional services and also is employed in the profession for compensation by a person or persons other than the municipality. Subd. 1b. Total claim. The total liability of the municipality on a claim against it and against its officers or employees arising out of a single occurrence shall not exceed the limits set forth in subdivision 1. Subd. 2. Inclusions. The limitation imposed by this section on individual claimants includes damages claimed for loss of services or loss of support arising out of the same tort. Subd. 3. Disposition of multiple claims. Where the amount awarded to or settled upon multiple claimants exceeds the applicable limit under subdivision 1, paragraph (a), clauses (4) to (9), any party may apply to any district court to apportion to each claimant a proper share of the total amount limited by subdivision 1. Copyright 2018 by the Revisor of Statutes, State of Minnesota. All Rights Reserved.

21 MINNESOTA STATUTES The share apportioned each claimant shall be in the proportion that the ratio of the award or settlement made to each bears to the aggregate awards and settlements for all claims arising out of the occurrence. History: 1963 c 798 s 4; 1976 c 264 s 1-3; 1983 c 121 s 28; 1983 c 331 s 2,3; 1986 c 444; 1989 c 325 s 50; 1997 c 210 s 3,4; 2006 c 232 s 2; 2012 c 131 s 2,3 Copyright 2018 by the Revisor of Statutes, State of Minnesota. All Rights Reserved.

22 West Metro Fire-Rescue District F-1 Chief's Report December 12, 2018 Chief s Report ADMINISTRATION/OPERATIONS REPORT Sarah Larson, Fire Chief Calls for Service Report January 1 November 30, 2018 Total Calls for Service 1701 Estimated fire loss $556,910 January 1 December 31, 2017 Total Calls for Service 1922 Estimated fire loss $588,517 January 1 December 31, 2016 Total Calls for Service 1573 Estimated fire loss $1,637,094 January 1 December 31, 2015 Total Calls for Service 1514 Estimated fire loss $657,914 January 1 December 31, 2014 Total Calls for Service 1663 Estimated fire loss $1,861,162

23 January 1 December 31, 2013 Total Calls for Service 1448 Estimated fire loss $357,182 January 1 December 31, 2012 Total Calls for Service 1349 Estimated fire loss $169,900 January 1 December 31, 2011 Total Calls for Service 1638 Estimated fire loss $318,749 City Manager Meetings The City Managers and I met in October and November. We discussed follow-up from the October 10, 2018 Board meeting; the December 12, 2018 Board meeting agenda; New Hope Board Citizen Representative; the board director orientation manual; November emergency management training; board appointed relief association board trustee positions; major apparatus; and 2019 wages and benefits. Chief/Officer Meetings In October we discussed how the 2 and 3 day duty officer rotations were going; Back Pack on Track; Santa for a Senior; The new Inform Browser for pulling reports out of CAD; live burn re-cap; FDIC; 2019 mentor program; 2019 capital projects and a construction update was given. In November the full- time assistant chiefs and chief provided and cooked an appreciation dinner for the officer team. Full-time Staff Full-time staff met in October. We did not meet in November due to preparation for the officer appreciation dinner. Along with day to day operations staff have been working on bringing the recruit firefighters on and their orientation; school educational programs; November blood drive; emergency management training for both cities; live fire training in October; mutual and auto aid agreements; the switch to TriTech CAD by Hennepin County Sheriff s Dispatch; specialized training; Explorer recruitment; and the emergency management cohort program. City Staff Meetings I continue to attend senior staff meetings at both cities. City Council Work Sessions I will be attending city council work sessions in January 2019 to give an update on the District Budget 3rd Quarter Report-Attached October Budget to Actual As of the end of October the 2018 budget is running slightly under budget at 79.9%. This does not take into consideration the $24, in non-budgeted revenue we have received. At this point in the year, to be on budget, we would have expended 83.3% of the budget except for Part-time Salaries which is a month behind so it would be at 74.97%. Lines over budget: Part-time Salaries is over by 4.15% Workers Comp Insurance is over by 9.48% due to the $10, /2019 rate increase over 2017/ Uniforms is over by 3.08%, this should be offset by employee reimbursements Tools & Equipment is over by 20.22% but will be partially offset by a Hennepin County grant Motor Fuels slightly over by 2.69% Fire Prevention Supplies is over by 3.57% but spending in this line can be controlled Natural Gas is slightly over by about 1.78% Building Repairs is over about 8.32%.

24 84400-Equipment Repairs over by about 36.64% but will be partially offset by a Hennepin County grant Dues and Subscriptions over by 8.08%, most of this line s expenditures have been fulfilled for the year Awards over by 15.4% this was expended with our awards banquet and will end up on budget Financial Services over by about 14.96%, this includes the audit. Lines under budget: Regular Salaries slightly under budget by 3.95% PERA is under budget by 8.65% and relates to our regular salaries Social Security and Medicare under by 6.79% this line relates to part-time salaries Life Insurance is under about 51.22% Office Supplies under by about 52.66% Cleaning Supplies under 11.22% Miscellaneous Operating under by about 11.76% Turn Out Gear under by 1.93% this line will be expended with the outfitting of our new recruits Consultant under by 33.3% this line will be expended with the hiring of our recruits Legal Fees under about 52.34%, so far this year we have not had any circumstances requiring legal expertise Medical Exams under about 47.09%, this line will be expended with our recruitment Postage and Delivery under 72.67% Communication and Technology under 7.67% Electric under about 15.21%, will continue to align with the budget Water\Sewer under 16.15% Refuse under 47.98% due to the cities providing our garbage collection Maintenance Other is slightly under about 1.27% Vehicle Repairs is slightly under about 1.24% Office Equipment Rental under 22.6% Training under 1.61% this line will go over budget and be offset by training reimbursement revenue from the state Printing under 33.17% Insurance is under 14.49% due to a decrease in accidents and deductible payments. ADMINISTRATION Assistant Chief of Administration, Joel Nelson Recruitment After several months of recruiting and a lengthy hiring process we made offers to 11 candidates; we did lose 1 candidate in the process. 10 new fire recruits started on November 28 th ; we have 3 at Station 1, 4 at Station 2 and 3 at Station 3. These recruits started training immediately with their first period of instruction on Thursday, November 29 th. Chief Watson and his training division will work with these recruits every Thursday to prepare them for the Academy that starts in January.

25 2018 Recruits Station 1 Jason Huber Krista Nielsen Lucas Kubista Station 2 Brandon Clark Jennifer Murphy Elisha Wolfman Dedric Payne Station 3 Jesus Soto Joe Yankton Ryan Master

26 Retirement / Resignation We have had no retirements or resignations since the last report. Public Events Here is a list of the events we have participated in the last two months: Multiple birthday parties, tours & Home Safety Surveys Blood Drive at both cities on November 26 th Cavell Block Party Oct. 6 th ECFE Fall Party New Hope Oktoberfest A truck to the Holy Nativity Event Truck or Treat Halloween Event Blood Drive At our November Blood Drive we collected 18 units at New Hope and 7 units at Crystal for a total of 25 units. Our next Blood Drive is February 14 th, 9:30 am 12:30 pm at New Hope (station 3) and from 3:00 pm 6:00 pm at Crystal (station 2). We now hold 4 blood drives per year; February, May, August (Battle of the Badges) and November. We do one in New Hope at Station 3 and another in Crystal at Station 2 each time we do a blood drive. We are building up a list of dedicated donors that are coming out to donate at most of our drives. Memorial Blood Center is our partner with these blood drives and does a great job with our donors. Specialized Training EMS/Pumping Training In October, we continued with pumping training; we focused on pumping defensive operations using 2 engines to feed the tower and all 3 apparatus flowing significant amounts of water to simulate a large business fire, fully involved apartment fire, etc. In November, we intended to switch back to focusing on EMS skill refreshers and training but we had to cancel due to many of our students becoming involved in other District events that evening. We continue to train on the 3 rd Thursday of each month. Specialized Training Honor Guard In October, Honor Guard training focused on posting the colors for the New Hope Mayor s Prayer Breakfast on October 26 th at Cooper High School. In November, we practiced basic marching, the leading of Honor Guard teams in marching and facing, as well as casket watch scenarios. We continue to train on the 4 th Thursday of each month. Explorers Our West Metro Explorer Post is growing in both Explorers (the kids) and in Advisors (the firefighters that are leading them). We have 6 Advisors that take turns teaching the Explorers firefighting skills on a 6 week rotation. We are currently at 9 Explorers and 6 others that may be interested in joining us.

27 The Explorers meet the 1 st and 3 rd Thursday of each month and train on all types of firefighting skills. Explorers must be in the range of years old and have completed 8 th grade; some of our new kids are just under those parameters but still enjoy coming to the training and participating in limited roles. An additional benefit to the FD from Exploring is that our Advisors gain valuable skills in teaching and leading that they can transfer to their roles in the FD. Our most recent Explorer training has been valuable in preparing these Advisors for instructing at drills; some of the advisors attended Nozzle Forward classes (new techniques of hose-line advancement) that they taught the Explorers a week before they taught the rest of the department. TRAINING Assistant Chief of Training, Sean Watson Live Fire Training West Metro conducted live fire training throughout the month of October in an acquired structure. The project was a joint effort between the City of New Hope and West Metro. The Oregon Avenue live fire training project provided 53 live fire training evolutions spread over five different sessions. A total of 57 firefighters participated in these trainings, with many firefighters taking part in several live fire evolutions. These training opportunities provided us with a chance to improve our fire attack skills, learn about fire behavior, increase our fire ground communication, and work on our hose line management. These are topics we routinely cover, however, conducting them with live fire adds a whole additional level. Training in skills like reading smoke and understanding thermal layering cannot be attained without an acquired structure live fire exercises. 4 th Quarter 2018 Training Completed Medical Emergencies - Strokes, patient assessment, paramedic Reports, and burns Live Fire - Fire Attack, hose line management, communication, fire behavior Ladders and VEIS - Laddering a roof with tools, search and rescue, window victim removal, window bailouts, and ladder bailouts Hose Line Management - Nozzle forward techniques, crew management, and body mechanics Annual SCBA Recertification - FIT Testing, spirometry, air-aware, air consumption, Emergency SCBA use and functions.

28 De-escalation/Intervention Strategies for Persons in a Mental Illness Training The purpose of this course is to support all persons in crisis by training public safety professionals to use adaptable crisis intervention techniques to help manage the unique needs of a person in a mental health crisis. If first responders can recognize various types of mental illness and behavioral disorders along with any underlying conditions or addictions, they can be better equipped to protect themselves and those involved. When it is possible to diffuse situations without the use of physical force, all parties benefit. This course was grant funded and offered at no cost to the District. West Suburban Fire Academy The 2019, West Suburban Fire Academy is expected to have about 30 students total. Due to the large class size, many of the hands on courses will be spilt into multiple locations. This will increase the workload for the instructors but is necessary to ensure all course material is covered and the students get the training experience they need to be successful firefighters. Recruit Firefighters Ten recruit firefighters started with West Metro on November 28 th. Since this date, the recruits have been attending weekly meetings and pre-academy training sessions. Each recruit has been assigned a mentor that will act as a role model and go-to person during their first few years on the department. The recruits will attend the West Suburban Fire Academy starting at the end of January until graduation in early June Over the next two years these recruits will gain certifications in Firefighter I, Firefighter II, Hazmat Operations, Emergency Medical Responder and Fire Apparatus Operator. Assistant Chief Watson will oversee recruit training, reviews and evaluations. Apprentice Firefighters The entire 2016 recruit class has completed all requirements of their initial training program. They will be promoted to the rank of firefighter on December 12 th, In the two years to complete the program, the 2016 recruit class completed 5200 hours of firefighter training, for an average of 520 hours per firefighter. Specialized Training - Technical Rescue October Training - This training provided the technical rescue team the opportunity to work on a variety of skills, in the dark, and cold conditions. A stuck tree trimmer was placed about 20 feet up in a tree and the students had to respond to the incident, develop an incident action plan, and execute the plan. The final goal of this training was to safely remove the victim. November Training - This training had two components. o First, the students worked on lowering a victim vertically from elevated point (such as a roof). This required the students to package the patient, build a lowering system, build a safety system, and work the patient over a 90 edge. o Second, teams of four firefighters completed a scenario in the basement, which was performed in total darkness. They had to locate a victim, package the patient, build a mechanical advantage system, and remove the patient in total darkness. This provided an opportunity to work on familiar skills but in a much less forgiving environment.

29 OPERATIONS/IT Assistant Chief of Operations Adam Wodtke IT FDM In December I will begin implementation of the FDM Web enabled software. This product has been part of the FDM plan from the beginning. Issues with development and compliancy kept it from being deployed earlier. Jabber Recently I evaluated Jabber software as a tool for enhanced communication. Jabber will be installed for all full time staff allowing them to use their computer for phone calls and messaging. This software comes with an app that allows the user to forward office calls to their cell phone as well. TriTech Mobile CAD Mobile CAD software was installed on three computer workstations. Having this software will allow WMFRD staff to communicate directly with dispatchers when we activate the EOC or need to operate in Storm Mode during severe weather. Emergency Management/ CERT City Staff Training November emergency preparedness training was completed on Nov 28 th. Staff from both cities met for three hours to discuss winter weather emergency preparedness and planning. CERT Five West Metro CERT members assisted in rehab during live fire training in October. CERT members assisted with filling air bottles and distributing water to firefighters. Operations Mutual Aid/ Auto Aid Agreement I have been working on developing formal mutual aid and auto aid agreements with the cities that we receive aid from. This agreement has been reviewed by legal counsel. We will soon meet with each responding city to work on getting the documents signed. Auto Aid I revised our structure fire response plan to include receiving two auto aid departments for every structure fire. This proposed plan was sent to the City of Brooklyn Park, City of Plymouth and the City of Golden Valley fire departments to ensure they were able to provide the coverage we were requesting. This response plan will be put into place by Hennepin County Dispatch. We are on their waiting list to complete the project.

30 LOGISTICS Assistant Chief of Logistics, Joshua Kunde Facilities The upgrade for the station 3 backup generator has been started. The new generator will be installed outside behind the station and supply the entire fire station along with the new city hall. This project does require the reworking of the building s electrical systems as the old generator does not power the entire station. Vehicles and Equipment The station 1 breathing air compressor had a pressure relief valve begin leaking during normal operations. The valve failed due to age and was replaced. As time allows, I have been rebuilding intake/discharge valves on the engines that were identified as having failed during pump testing. Tower 1 passed its annual pump testing with no issues. I have been working with current vendors preparing for our 2019 capital plan purchases. This includes locker room upgrades, 2 new staff vehicles, turn out gear extractors/dryers, and AED s. I have also begun to research and plan for the scheduled replacement of our SCBA in Grants I am pleased to announce that the grant submitted to the Minnesota State Fire Marshal s office for turn out gear extractors and dryers was awarded to us in the amount of $5, The District s matching portion is $2, This grant helps to cover a portion of the project which is included in the 2019 capital plan. Training Assistant Chief Watson and I completed 53 live burn evolutions in a donated house on Oregon Avenue in New Hope. This training was made possible by an incredible amount hard work put in by West Metro Firefighters to prep the structure, stage equipment and rebuild the burn rooms over and over again. This was truly a team effort between West Metro and the City of New Hope Community Development Department. PREVENTION Deputy Fire Marshal, Shelby Wolf Inspections/Plan Reviews Since the first of the year we have conducted a total of 584 inspections/plan reviews/meetings. From September 22, 2018 through November 30, 2018 we conducted 129 inspections/plan reviews/meetings. We are working on finishing up the final few liquor, assembly, gas station, and apartment annual/licensing inspections for the year. Commercial inspections will be starting on Nevada Ave, Lakeland Ave, and finishing up on Willow bend. A lot of new construction and remodel projects are happening in the District. This is keeping us very busy with plan reviews, meetings, and construction type inspections.

31 The firefighters working as inspectors in the prevention training program are finishing up the annual apartment inspections. One of the training inspectors will be leaving at the end of December due to family and work conflicts. We will be posting to see if any fire fighters are interested in participating in the program. Home Inspection Program We have currently completed 26 home safety surveys. Our goal for the year is 30 surveys. An advertisement went out in the New Hope utility bill this past fall. We received about 8 phone calls from residents interested in the program. Out of the 8 phone calls so far 5 home safety surveys have been completed/scheduled. We are hoping to get a few more done by the end of the year. Adopt a Hydrant Program We have a total of 76 people sign up for this program since This fall we did some marketing on social media for the program and 22 people signed up for the program. Fire Prevention Education Fire Safety School program happened during the time of October and a majority of November. A few of the fire fighters helped with the programs. They did a great job! We conducted fire safety programs to all kindergarten thru 2 nd Grade in the following schools: 10/2/ /5/2018 Sonnesyn Elementary School Programs. We conducted 9 programs, meeting with 10 classes for a total of about 280 kids. 10/9/ /11/2018 Meadow Lake Elementary School Programs. We conducted 12 programs, meeting with 12 classes for a total of about 336 kids. 10/16/ /17/2018 Forest Elementary School Programs. We conducted 8 programs, meeting with 12 classes for a total of about 336 kids. 10/23/ /25/2018 Neill Elementary School Programs. We conducted 9 programs, meeting with 10 classes, for a total of about 280 kids. 10/30/2018 and 11/1/2018 RSI School Programs. We conducted 5 programs, meeting with 8 classrooms, for a total of about 224 kids. Beacon Academy School Programs We conducted 8 programs, meeting with 8 classrooms, for a total of about 224 kids. 9/25/2018 Neill pre-school fire safety program for about 20 kids. 11/12/2018 Fire Extinguisher training at the Brick Layer School on Industrial Parkway in New Hope. Trained about 30 adults on fire safety and fire extinguisher use. 11/13/2018 Tour of Station 3 for the YMCA Teen Thrive Program. 5 people attended this tour. 11/14/2018 Crystal Learning Center fire safety programs. Conducted two different programs for adults and children who were learning English as their second language. There were about 100 adults and 30 pre-school children that attended. We did separate programs for the kids and adults.

32 11/20/2018 Pioneer Metals Company fire extinguisher training for about 15 employees. Fire Investigations 10/12/ Edgewood Ave North, Apartment #3 - Small cooking fire. 10/13/ Zealand Ave Apartment # 6 - Small cooking fire. 10/23/ Louisiana Avenue North - Kitchen fire due to cooking on the stove. 10/25/ Douglas Drive - Car fire. 10/22/ th and Orchard - Car fire. 10/29/ th Avenue - Car fire. 10/14/ nd Avenue North - Porta Potty fire. 11/2/ Lombardy Avenue North - Small garbage can fire in bathroom from smoking. 11/13/ Quebec Avenue North Apt # 205B - Small cooking fire. 11/19/ Zealand Avenue North - Small candle fire on end table in office. 11/21/ Regent Avenue North - Small garage fire (leaves in bag on fire).

33 F-2 Chief's Report 3 rd Quarter Report West Metro Fire-Rescue District New Hope, Minnesota As of September 30, 2018

34 October 5, 2018 ACCOUNTANT S COMPILATION REPORT Board of Directors West Metro Fire-Rescue District New Hope and Crystal, Minnesota We have compiled the accompanying statement of revenues and expenditures for the General Fund and statements of revenues and expenses for the Special Revenue, Capital and Pension funds of the West Metro Fire-Rescue District (the District) as of September 30, 2018, for the quarter then ended. We have not audited or reviewed the accompanying financial statements and, accordingly, do not express an opinion or provide any assurance about whether the financial statement is in accordance with accounting principles generally accepted in the United States of America. Management is responsible for the preparation and fair presentation of the financial statements in accordance with accounting principles generally accepted in the United States of America and for designing, implementing, and maintaining internal control relevant to the preparation and fair presentation of the financial statements. Our responsibility is to conduct the compilation in accordance with Statements on Standards for Accounting and Review Services issued by the American Institute of Certified Public Accountants. The objective of a compilation is to assist management in presenting financial information in the form of financial statements without undertaking to obtain or provide any assurance that there are no material modifications that should be made to the financial statements. Management has elected to omit substantially all of the disclosures and the statement of cash flows required by accounting principles generally accepted in the United States of America. If the omitted disclosures and the statement of cash flows were included in the financial statements, they might influence the user s conclusions about the District s financial position, results of operations, and cash flows. Accordingly, the financial statements are not designed for those who are not informed about such matters. Sincerely, AEM FINANCIAL SOLUTIONS, LLC

35 October 5, 2018 Board of Directors West Metro Fire-Rescue District New Hope and Crystal, Minnesota Dear Mr. President and Directors: We have reconciled all bank accounts through September 30, 2018 and reviewed activity in all funds. The following is a summary of our observations. All information presented is unaudited. Cash and Investments The District s cash and investment balances are as follows: Increase/ 09/30/ /31/2017 (Decrease) Checking $ 1,054,484 $ 1,137,287 $ (82,803) Investments (at Market Value) 387, ,483 (2,420) Total Cash and Investments $ 1,441,547 $ 1,526,770 $ (85,223)

36 Current short-term rates being offered by financial institutions are very low as evidenced by the table of U.S. Treasury rates below. The U.S. Treasury rates provide a benchmark perspective for rate of return. Treasury Yields Date 1 mo 3 mo 6 mo 1 yr 2 yr 3 yr 5 yr 7 yr 10 yr 06/30/ /30/ /31/ /31/ /30/ /30/ /30/ /31/ /30/ /30/ /31/ /31/ /30/ /28/ Cash Balance Graphs A more detailed analysis of funds is included as Attachment A. General Fund Summary A detailed view of department totals compared with budget is included as Attachment B. Special Revenue Fund Summary A detailed summary of the special revenue fund is included as Attachment C. Capital Replacement Fund Summary A detailed summary of the capital replacement fund is included as Attachment D. Pension Fund Summary A detailed summary of the pension fund is included as Attachment E. * * * * * This information is unaudited and is intended solely for the information and use of management and Board of Directors and is not intended and should not be used by anyone other than these specified parties. If you have any questions or wish to discuss any of the items contained in this letter or the attachments, please feel free to contact us at your convenience. We wish to thank you for the continued opportunity to be of service and for the courtesy and cooperation extended to us by your staff. Sincerely, AEM FINANCIAL SOLUTIONS, LLC

37 $1,200,000 Cash Balance by Fund Compared to Prior Year ATTACHMENT A $1,000,000 $800,000 $600,000 $400,000 $200,000 $- General fund Special Revenue fund Capital Replacement fund Pension fund 09/30/ /30/2018 $60,000 Special Revenue Fund Revenue Comparison $50,000 $40,000 $30,000 $20,000 $10,000 $

38 ATTACHMENT A $200,000 Capital Replacement Fund Revenue Comparison $180,000 $160,000 $140,000 $120,000 $100,000 $80,000 $60,000 $40,000 $20,000 $ $250,000 Pension Fund Revenue Comparison $200,000 $150,000 $100,000 $50,000 $

39 West Metro Fire Rescue District Balance Sheet General Fund (Unaudited) For the Nine Months Ended September 30, 2018 ATTACHMENT B Assets Account Description Actual Cash Mutl Cash in Checking $ 181, Asset Accounts Receivable - Asset Prepaid Expenses Asset Accrued Interest 2, Liabilities Total Assets $ 184, Liability Payroll liabilities and Accounts Payable $ - Total Liabilities - Fund Balance Fund Balance Unrestricted 109, Net Operations 75, Total Fund Balance 184, Total Liabilities and Fund Balance $ 184,502.00

40 West Metro Fire Rescue District Statement of Revenue and Expenditures - Budget to Actual General Fund (Unaudited) For the Nine Months Ended September 30, 2018 ATTACHMENT B % of Budget Revenues Account Description Actual Budget Used YTD Revenue Operating Revenue $ 1,367, $ 1,822, % Revenue Intergovernmental Grants 16, % Revenue Refunds & Reimbursements 4, % Revenue Miscellaneous Income 3, % Revenue Interest-Money Market % Total Revenues 1,392, ,822, % Expenditures Expense Regular Salaries 493, , % Expense Part-time Volunteers 263, , % Expense PERA Coordinator 79, , % Expense Social Security & Medicare 26, , % Expense Health Savings Account 5, , % Expense Health Insurance 47, , % Expense Long Term Disability - 4, % Expense Life Insurance % Expense Workers Comp Insurance 85, , % Expense Uniforms 5, , % Expense Office Supplies , % Expense Cleaning 1, , % Expense Miscellaneous Operating 5, , % Expense Tools & Equipment 3, , % Expense Motor Fuels 13, , % Expense Turn Out Gear 8, , % Expense Fire Prevention Supplies 5, , % Expense Consultant 1, , % Expense Other Contract % Expense Legal Fees 2, , % Expense Medical Exams 7, , % Expense Postage and Delivery % Expense Communication & Technology 69, , % Expense Electric 14, , % Expense Water\Sewer 3, , % Expense Gas 14, , % Expense Refuse , % Expense Maintenance 9, , % Expense Building Repairs 5, , % Expense Equipment Repairs 18, , % Expense Vehicle Repairs 26, , % Expense Office Equipment Rental 3, , % Expense Dues and Subscriptions 2, , % Expense Awards 2, , % Expense Training 19, , % Expense Printing % Expense Insurance 27, , % Expense Financial Services 42, , % Total Expenditures 1,316, ,822, % Net Operations $ 75, $ -

41 West Metro Fire Rescue District Balance Sheet Special Revenue Fund (Unaudited) For the Nine Months Ended September 30, 2018 ATTACHMENT C Assets Account Description Actual Cash Savings - Special Revenue Fund $ 23, Liabilities Total Assets $ 23, Liability Accounts Payable-Special Revenue $ - Total Liabilities - Fund Balance Fund Balance Special Fund 50, Net Operations (27,043.50) Total Fund Balance 23, Total Liabilities and Fund Balance $ 23,405.23

42 West Metro Fire Rescue District Statement of Revenue and Expenditures - Budget to Actual Special Revenue Fund (Unaudited) For the Nine Months Ended September 30, 2018 ATTACHMENT C Revenues Account Description Actual Budget Revenue Fire Department Donations $ 15, $ - Total Revenues 15, Expenditures Expense Honor Guard 6, Expense WMFRD Explorer Program Expense Fire Dept Instructors Conferenc 6, Expense Home Safety Survey Program 3, Expense Restrictions-Equipment 16, Expense Restrictions-Retirement Expense WMFRD Health & Wellness Program 2, Expense Restrictions-Other 6, Total Expenditures 42, Net Operations $ (27,043.50) $ -

43 West Metro Fire Rescue District Balance Sheet Capital Fund (Unaudited) For the Nine Months Ended September 30, 2018 ATTACHMENT D Assets Account Description Actual Cash Savings-Capital Replacement $ 955, Liabilities Total Assets $ 955, Liability Accounts Payable - Capital Equip $ - Total Liabilities - Fund Balance Fund Balance Capital Fund-Reserved 982, Net Operations (27,268.23) Total Fund Balance 955, Total Liabilities and Fund Balance $ 955,250.90

44 West Metro Fire Rescue District Statement of Revenue and Expenditures - Budget to Actual Capital Fund (Unaudited) For the Nine Months Ended September 30, 2018 ATTACHMENT D Revenues Account Description Actual Budget Revenue Aerial Lease $ 77, $ 103, Revenue Contrib from Member Cities-Captl 127, , Total Revenues 205, , Expenditures Expense Admin Technology equipment - 20, Expense Building Equipment 70, , Expense Personal Protection Equipment 31, , Expense Technical Rescue Equipment 9, , Expense Medical Equipment 2, , Expense Prevention 14, , Expense Aerial Lease 103, Expense Vehicles Staff & Utility - 45, Total Expenditures 232, , Net Operations $ (27,268.23) $ (4,830.00) Budgeted Building Equipment Expenditures include amounts carried over from prior years.

45 West Metro Fire Rescue District Balance Sheet Pension Fund (Unaudited) For the Nine Months Ended September 30, 2018 ATTACHMENT E Assets Account Description Actual Cash Savings-Pension Fund $ 279, Liabilities Total Assets $ 279, Liability Accounts Payable - Pension $ - Total Liabilities - Fund Balance Fund Balance Pension Fund Reserved 129, Net Operations 150, Total Fund Balance 279, Total Liabilities and Fund Balance $ 279, Revenues Account Description Actual Budget Revenue City Pension Contribution $ 150, $ 200, Total Revenues 150, , Expenditures West Metro Fire Rescue District Statement of Revenue and Expenditures - Budget to Actual Pension Fund (Unaudited) For the Nine Months Ended September 30, 2018 Expense Fire Pension - - Total Expenditures - - Net Operations $ 150, $ 200,000.00

46 G-1 Old Business M E M O R A N D U M DATE: December 4, 2018 TO: FROM: RE: West Metro Fire-Rescue District Board Sarah Larson, Chief Kirk McDonald, Board Vice President Anne Norris, Board Secretary WMFRD Board Representation on West Metro Fire Relief Association Board In December 2016 the West Metro Fire-Rescue Board (WMFRD) appointed two trustees to represent the WMFRD Board on the West Metro Relief Association Board as provided for in Minnesota Statutes 424A.04. At the time the two representatives were appointed, the Board did not specify an expiration to the appointments, just that the term could be no longer than 3 years. According to MN State Statutes 424A.04 (c) The municipal trustees for a relief association that is directly associated with a fire department operated as or by a joint powers entity must be designated annually by the joint powers board. The West Metro Fire Relief Association Bylaws state: Section 1. Composition. The Board of Trustees is composed of the following: (i) a President, a Secretary, a Treasurer, and three general trustees (one trustee shall be elected from each of the three stations) each of whom are elected at the annual meeting of the Association from its members, for a two year term as specified in this Article, or until their successors have been elected and qualified; and (ii) the Chief of the Fire Department and two members appointed by the West Metro Fire Board, as specified by State Statute 424A.04, the appointed members have the same rights, duties and responsibilities as the elected trustees, except that they may not be officers of the Association and they may not vote at meetings of the members. One of the elected members of the Board of Trustees may be a Deferred, Disabled or Retired Member. Section 2. Terms; Vacancies. The terms of office of the general trustees and the officers shall be paired as follows: one general trustee, the President and the Treasurer are elected for two year terms at an election held at the annual meeting in oddnumbered years; and two general trustees and the Secretary are elected for two-year terms at the annual meeting in even-numbered years. Vacancies that do not result from removal for cause are filled by a member appointed by the Board of Trustees for the unexpired term.

47 At its October meeting, the Board asked that the current Board representatives be contacted to determine their interest in continuing to serve as the Board s representatives on the West Metro Relief Association Board. Both current representatives, Isaac Sandberg and Gong Yun, are interested in serving for another year. Attached are the original applications from both members and resolutions appointing each person to the West Metro Relief Association Board for a one year term, expiring 12/31/2019. Attach:

48 WEST METRO FIRE-RESCUE DISTRICT RESOLUTION # RESOLUTION APPOINTING GONG YUN AS WMFRD BOARD REPRESENTATIVE TO THE WEST METRO RELIEF ASSOCIATION BOARD OF TRUSTEES WHEREAS, Minnesota Statutes 424A.04 (c) provides that the municipal trustees for a relief association that is directly associated with a fire department operated as or by a joint powers entity must be designated annually by the joint powers board; and WHEREAS, the West Metro Fire Relief Association bylaws state that the composition of its Board of Trustees includes two members appointed by the West Metro Fire-Rescue District (WMFRD) Board; and WHEREAS, in November 2016 Gong Yun applied to serve as one of the WMFRD Board s representatives on the West Metro Fire Relief Association Board of Trustees; and WHEREAS, at its December 14, 2016 meeting the WMFRD Board appointed Gong Yun to serve as one of the WMFRD Board s representatives on the West Metro Fire Relief Association Board of Trustees; and WHEREAS, Gong Yun has indicated he is willing to serve another year as the WMFRD Board s representative on the West Metro Fire Relief Association Board of Trustees. NOW, THEREFORE, BE IT RESOLVED that Gong Yun is appointed as one of the WMFRD Board s representatives on the West Metro Fire Relief Association Board of Trustees, to a term to expire December 31, Approved this 12th day of December, ATTEST: Gary Laurant, President Anne Norris, Board Secretary

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52 WEST METRO FIRE-RESCUE DISTRICT RESOLUTION # RESOLUTION APPOINTING ISAAC SANDBERG AS WMFRD BOARD REPRESENTATIVE TO THE WEST METRO RELIEF ASSOCIATION BOARD OF TRUSTEES WHEREAS, Minnesota Statutes 424A.04 (c) provides that the municipal trustees for a relief association that is directly associated with a fire department operated as or by a joint powers entity must be designated annually by the joint powers board; and WHEREAS, the West Metro Fire Relief Association bylaws state that the composition of its Board of Trustees includes two members appointed by the West Metro Fire-Rescue District (WMFRD) Board; and WHEREAS, in October 2016 Isaac Sandberg applied to serve as one of the WMFRD Board s representatives on the West Metro Fire Relief Association Board of Trustees; and WHEREAS, at its December 14, 2016 meeting the WMFRD Board appointed Isaac Sandberg to serve as one of the WMFRD Board s representatives on the West Metro Fire Relief Association Board of Trustees; and WHEREAS, Isaac Sandberg has indicated he is willing to serve another year as the WMFRD Board s representative on the West Metro Fire Relief Association Board of Trustees. NOW, THEREFORE, BE IT RESOLVED that Isaac Sandberg is appointed as one of the WMFRD Board s representatives on the West Metro Fire Relief Association Board of Trustees, to a term to expire December 31, Approved this 12th day of December, ATTEST: Gary Laurant, President Anne Norris, Board Secretary

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