AGENDA

NAFRS Board Meeting

8:00 A.M.

September 19, 2019

NAFRS Training Room

1 Approve Agenda (Page 1)

2 Approve Minutes Approve Minutes of August 15, 2019 Board Meeting (Pages 2-3)

3 Chief’s Report (Page 4) 4 Finance Report

(Finance Committee) 1. Motion 2019-21 approve disbursements batches

117 & 118 (Pages 5-7)2. Review year to date financial report (Pages 8-11)3. Financial Reserves Policy Discussion (Pages 12-13)

5 Rescue Squad Operations Follow-up Discussion

(Page 14)

6 Open House Discussion (Page 15-16) 7 Upcoming Agenda Items (Page 17)

8 Reports from the Board Chair and Board Members

1

(Page 17)

NAFRS Board Meeting Minutes (Approved)

Draft 8:00 A.M.

August 15, 2019

NAFRS Training Room

Board Meeting Attendance Voting Members: present absent Castore, Glen X Haase, Elisabeth X Haddad, Anne X Liebenstein, Paul X Ness, Brad X Runzheimer, Lee X Scherer, Bron X Switzer, Glenn X

Ex-officio Members: present absent Jerry Anderson X Edwards, Brian X Franek, Gerry X Martig, Ben X Teppen, Jenelle X Nelson, Monte X

1 Approve Agenda Meeting was called to order at 8:00am by Vice-Chair Haase. Agenda was approved without changes; all in favor.

2 Approve Minutes July 25, 2019 Board Meeting minutes were approved without changes; all in favor.

3 Chief’s Report See Chief’s Report. Six new firefighters started August 5: Micah Conroy, Jeremy Kruchten, Kristopher Landon, Tyler Leppert, Jamie Moore, Benjamin Simpson. (Edwards arrived)

4 Finance Report (Finance Committee)

1. Motion 2019-20 approved disbursements batches115 & 116.

Motion made by Ness, seconded by Liebenstein.All in favor.

Discussion: None.

2

2. Review year to date financial report, presented by

Treasurer, Castore.

3. Cash Management, presented by Treasurer, Castore.

5 Consider Adoption of Revised Resolution Recommending Third Amendment to the Joint Powers Agreement

1. Resolution 2019-3 REVISED Recommending Third Amendment to the Joint Powers Agreement

Motion made by Castore, seconded by Ness; all in favor, except Switzer abstained. Discussion: Attorney Swanson recommended that Resolution 2019-3, which was adopted July 25, 2019, be revised to correct typographical errors that created confusion in the public record.

6 Rescue Squad Operations Presentation

Rescue Captain, Andrew Tussing, presented Rescue Squad Operations overview.

7 Program Coordinator Position Discussion

Program Coordinator, Sean Simonson, presented Program Coordinator Update.

8 Update on Trailer Park Compliance

Police Chief, Monte Nelson, presented an update on Mobile Home Park Sheltering.

9 Building Project Finance and Construction Update Discussion

Program Coordinator, Sean Simonson, presented on behalf of Ben Martig.

10 Upcoming Agenda Items

• Status of Flood Plain Certificate • Provide update on Open House

11 Reports from the Board Chair and Board Members

Meeting adjourned at 9:18am.

3

Joint Powers Board Meeting Date: 09/19/2019

To: Joint Powers Board

From: Gerry Franek, Fire Chief

Subject: August Chief’s Report

Summary Report

Monthly Fire Call Report

The ImageTrend database was not updated at the time of the Agenda distribution. The Monthly Fire

Call Report will be distributed at the meeting.

Carleton College

Performed a final inspection at the Carleton College Science Complex, which included Olin Hall,

Hullings Hall, and Anderson Hall. Fire extinguisher locations and fire systems were inspected and

approved. Only outstanding item is the smoke evac system on Olin Hall, which will be inspected in a

few weeks. Also did an inspection on Skinner Memorial Chapel which had a renovation project. This

building does not have a fire sprinkler system.

New Member Hire

Six new members were on-boarded on August 5, 2019. The new members are:

• Micah Conroy

• Benjamin Simpson

• Jeremy Kruchten

• Tyler Leppert

• Kristoffer Landon

• Jamie Moore

These new members will respond to all calls, but will only assist on calls until they have completed

their required Firefighting and EMS training.

4

Motion 2019-21

Northfield Area Fire and Rescues Services Joint Powers Board Meeting Date: 09/19/2019 To: Joint Powers Board From: Glen Castore, NAFRS Treasurer Subject: Consider Approval of disbursement batches 117 and 118. Action Request The Northfield Area Fire and Rescue Services Joint Powers Board considers approving disbursement batches 117 and 118. Summary Report: See attachments Alternative Options: None at this time Financial Impacts: See attachments

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ding

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Exp.

G&

A: W

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8/14

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ter,

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late

d w

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expe

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Soft

cos

ts15

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8/12

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9Xc

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ty; e

lect

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($12

60.9

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as ($

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Expe

nse

G&A:

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payr

oll

4192

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2019

Card

mem

ber S

ervi

ces

$1,4

89.2

3

Exp.

G&

A: A

dobe

subs

crip

tion

($36

.49)

; MN

Fire

Cer

tific

atio

n Bo

ard

dues

($22

5.);

EO E

quip

., M

enar

ds ($

47.1

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nd A

ctiv

e 91

1 So

ftw

are

($52

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EO F

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cap

for S

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i ($4

3.60

); Po

wer

wer

x, c

harg

ing

pane

l for

#81

20 &

#81

25 ($

96.4

8).

Soft

co

st: N

orth

Sho

re C

omm

erci

al D

oor (

$278

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and

Dig

ikey

($

380.

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July

stm

t.Y

8/21

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9Ci

ty o

f Nor

thfie

ld$8

1.25

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acili

ty, w

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stm

t.Y

8/26

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ty -

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ral s

uppl

ies (

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s, tr

ash

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aine

rs)

3484

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8/23

/201

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re S

afet

y, U

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quip

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lmet

& fa

cesh

ield

for s

ix n

ew fi

refig

hter

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5157

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019

Fran

ek E

lect

ric$1

,937

.00

Soft

Cos

ts: m

ater

ial &

labo

r for

sum

p pu

mp

inst

alla

tion

9445

Y8/

29/2

019

LMCI

T$1

7,09

7.00

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orke

rs C

omp.

Cov

erag

e Pr

em. (

first

hal

f)20

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ty, m

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CH

7

NAF

RSUNAU

DITED

EXECUTIVE

 SUMMAR

Y‐FINAN

CIAL

 STA

TEMEN

T HIGHLIGHTS

AS OF AU

GUST 31, 201

9 AN

D FOR TH

E PE

RIOD THEN

 ENDED

BALA

NCE

 SHEET (FINAN

CIAL

 POSITION) ITEMS:

  Cash in bank (ope

ratin

g fund

s)$6

78,500

  Cash in bank (capita

l fun

ds)

$1,900

    Total cash balance, m

onth end

$680

,400

  Deferred facility soft costs (p

repaid expen

se on Ba

lance Sheet)

$4,041

  Accou

nts p

ayable, period en

d (ope

ratin

g)$2

30,810

  Net working

 capita

l, pe

riod en

d$4

55,000

  Fun

d Ba

lance, Ope

ratin

g Fund

, period en

d$4

55,000

  Fun

d Ba

lance, Capita

l Fun

d (Air Paks/Com

pressor, Pu

mpe

r/Ae

rial Plat.), period en

d$1

,456

,000

OPE

RATIONS ITEM

S:  Current Year O

peratin

g Bu

dget (A

nnual)

$809

,000

  Current Year P

ro‐rated

 Ope

ratin

g Bu

dget th

rough curren

t period

$539

,333

  Actual O

peratin

g Expe

nses, ytd, net of o

ther income 

$503

,000

  YTD

 Actual O

peratin

g Expe

nses less th

an Bud

get [favorable varia

nce]

$36,33

3  %

 of b

udget‐Actual Ope

ratin

g Expe

nses less th

an Bud

get

6.7%

YTD ne

t op expe

nses below

 bud

get

TOTA

L RE

VENUES YTD

:  TR

AINING & EDU

CATION

$4,130

All m

ajor bud

get categ

ories h

ave favorable bu

dget (o

r zero)  variances excep

t:

  Gen

eral & Adm

inistrativ

e Expe

nses

$8,960

AEM '18 audit fee

  & I.T. work on

 dom

ain/em

ail/w

eb site/sftware

$8,960

ITD unfun

ded Dep

reciation provision

$340

,100

 

8

NAF

RSUNAU

DITED

UNAU

DITED

BALA

NCE

 SHEET‐OPE

RATING FUND

As of A

UGUST 31, 201

9, JU

LY 31, 201

9, DECEM

BER 31

, 201

8,  201

7, 201

6, 201

5 & 201

4

8/31

/201

97/31

/201

912

/31/20

1812

/31/20

1712

/31/20

1612

/31/20

1512

/31/20

14AS

SETS:

Curren

t Assets‐

  Cash (all accoun

ts)

$680

,429

.25

$576

,983

.99

$271

,206

.24

$189

,518

.88

$114

,747

.69

$145

,084

.44

$48,92

7.93

  Prepaid Ren

t, insurance & facility soft costs

$21,86

3.73

($37

,108

.42)

($10

,812

.58)

$23,28

6.61

$30,92

7.30

$16,36

8.41

$27,39

4.70

TOTA

L AS

SETS

$702

,292

.98

$539

,875

.57

$260

,393

.66

$212

,805

.49

$145

,674

.99

$161

,452

.85

$76,32

2.63

LIAB

ILITIES & FUND BA

LANCE

:LIAB

ILITIES:

  Accrued

 payroll, ta

xes, ben

efits

$16,58

3.78

$17,87

8.12

$11,50

3.82

$18,55

6.13

$15,45

9.21

$10,65

9.22

$7,911

.41

  Accou

nts p

ayable‐Ope

ratin

g Fund

$230

,808

.94

$7,072

.40

$12,90

9.81

$13,64

4.17

$14,09

1.63

$9,866

.03

$16,97

3.12

TOTA

L LIAB

ILITIES

$247

,392

.72

$24,95

0.52

$24,41

3.63

$32,20

0.30

$29,55

0.84

$20,52

5.25

$24,88

4.53

FUND BA

LANCE

:  Prio

r Year F

und Ba

lance

$235

,980

.03

$235

,980

.03

$180

,605

.19

$116

,124

.15

$140

,927

.60

$51,43

8.10

$0.00

  Mem

ber C

ontributions

$806

,999

.40

$806

,999

.40

$525

,000

.00

$525

,010

.00

$525

,000

.00

$507

,500

.25

$169

,000

.00

  Transfer o

f Ope

ratin

g Fund

‐Con

st. Period Int.

($85

,171

.13)

($85

,171

.13)

  Transfer to Capital Fun

d from

 Op.‐Truck Purchase

$0.00

$0.00

$0.00

$0.00

($34

,999

.00)

$0.00

$0.00

  Less o

peratin

g expe

nses, net

($50

2,90

8.04

)($44

2,88

3.25

)($46

9,62

5.16

)($46

0,52

8.96

)($51

4,80

4.45

)($41

8,01

0.75

)($11

7,56

1.90

)     Excess o

f con

tributions over e

xpen

ses

$304

,091

.36

$364

,116

.15

$55,37

4.84

$64,48

1.04

($24

,803

.45)

$89,48

9.50

$51,43

8.10

TOTA

L FU

ND BAL

ANCE

$454

,900

.26

$514

,925

.05

$235

,980

.03

$180

,605

.19

$116

,124

.15

$140

,927

.60

$51,43

8.10

TOTA

L LIAB

ILITIES & FUND BA

LANCE

$702

,292

.98

$539

,875

.57

$260

,393

.66

$212

,805

.49

$145

,674

.99

$161

,452

.85

$76,32

2.63

NAF

RS CAP

ITAL

 FUND:

ASSETS:

Cash (d

ue to

 Ope

ratin

g Fund

)$1

,919

.20

$58,83

8.91

$3,790

.00

Fixed asset ‐ Pum

per truck (d

elivered

 April 20

19) 

$606

,503

.54

$400

,000

.00

$400

,000

.00

Fixed asset‐Fahren

heit Cameras (2

)$1

4,37

0.00

$14,37

0.00

Fixed asset‐Air P

ack Equipm

ent

$232

,114

.00

$232

,114

.00

$232

,114

.00

$232

,114

.00

$232

,114

.00

$232

,114

.00

$232

,114

.00

Fixed asset‐Scott S

ite se

ts (6

) w/ c

omm

$9,300

.00

$9,300

.00

$9,300

.00

Fixed asset‐Electron

ic Fire

 Extinguish

er Tr. System

$12,91

0.00

$12,91

0.00

$12,91

0.00

Fixed asset‐Used Ae

rial Platform #81

28$3

65,699

.00

$365

,699

.00

$365

,699

.00

$365

,699

.00

$365

,699

.00

$365

,699

.00

Fixed asset‐New

 Pum

per #

8125

$553

,211

.00

$553

,211

.00

$553

,211

.00

$553

,211

.00

$553

,211

.00

$553

,211

.00

  Less a

ccum

ulated

 dep

reciation

($34

0,02

3.00

)($33

1,04

8.00

)($26

8,94

3.00

)($16

5,23

3.00

)($73

,218

.00)

($64

,853

.00)

($5,80

2.00

)    Net fixed assets 

$1,456

,003

.74

$1,315

,394

.91

$1,308

,081

.00

$985

,791

.00

$1,077

,806

.00

$1,086

,171

.00

$226

,312

.00

TOTA

L AS

SETS

$1,456

,003

.74

$1,315

,394

.91

$1,308

,081

.00

$985

,791

.00

$1,077

,806

.00

$1,086

,171

.00

$226

,312

.00

FUND BA

LANCE

$1,456

,003

.74

$1,315

,394

.91

$1,308

,081

.00

$985

,791

.00

$1,077

,806

.00

$1,086

,171

.00

$226

,312

.00

9

NAF

RSUNAU

DITED

STAT

EMEN

T OF OPE

RATIONS

FOR TH

E MONTH

 ENDED

 AUGUST 31, 201

9VA

RIAN

CEAC

TUAL

BUDGET

FAV. (U

NVA

F.)

REVE

NUES:

  Total Reven

ues

$74.56

$166

.67

($92

)

EXPE

NSES:

    Hum

an Resou

rces

$22,33

7.03

$23,08

3.33

$746

    Facility 

$29,50

9.89

$30,95

8.34

$1,448

    Small Equ

ipmen

t$1

,313

.97

$3,166

.67

$1,853

    Fleet

$1,325

.60

$3,291

.67

$1,966

    Edu

catio

n & Training

$0.00

$1,000

.01

$1,000

    Com

mun

ications/I.T.

$394

.50

$416

.67

$22

    Gen

eral Insurance (liab/excess)

$243

.42

$333

.33

$90

    Gen

eral & Adm

inistrativ

e$4

,974

.94

$5,166

.65

$192

TOTA

L EXPENSES‐OPERA

TING

$60,09

9.35

$67,41

6.67

$7,317

EXCE

SS OF RE

VENUES OVE

R EXPENSES‐OPS

($60

,024

.79)

($67

,250

.00)

$7,225

10

NAF

RSUNAU

DITED

STAT

EMEN

T OF OPE

RATIONS

FOR TH

E YEAR

‐TO‐DAT

E EN

DED

 AUGUST 31, 201

9

VARIAN

CE20

18‐8 M

ON 

ACTU

ALBU

DGET

FAV. (U

NVA

F.)

ACTU

ALRE

VENUES:

  Total Reven

ues

$811

,743

.55

$813

,000

.02

($1,25

6)$5

42,173

.99

EXPE

NSES:

    Hum

an Resou

rces

$180

,796

.09

$184

,666

.67

$3,871

$164

,281

.53

    Facility 

$242

,614

.85

$247

,666

.67

$5,052

$50,86

0.91

    Small Equ

ipmen

t$1

1,67

3.15

$25,33

3.33

$13,66

0$2

8,75

7.84

    Fleet

$12,42

4.28

$26,33

3.33

$13,90

9$2

0,48

5.36

    Edu

catio

n & Training

$4,584

.61

$8,000

.00

$3,415

$12,29

7.47

    Com

mun

ications/I.T.

$3,318

.77

$3,333

.33

$15

$3,468

.64

    Gen

eral Insurance (liab/excess)

$1,947

.36

$2,666

.67

$719

$2,055

.36

    Gen

eral & Adm

inistrativ

e$5

0,29

3.08

$41,33

3.33

($8,96

0)$4

6,05

4.86

TOTA

L EXPENSES‐OPERA

TING

$507

,652

.19

$539

,333

.33

$31,68

1$3

28,261

.97

EXCE

SS OF RE

VENUES OVE

R EXPENSES‐OPS

$304

,091

.36

$273

,666

.69

$30,42

5$2

13,912

.02

11

NAFRS Joint Powers Board Meeting Date: 9/19/19

To: Joint Powers Board

From: Glen Castore, Treasurer

Title: Financial Reserves Policy

Action Requested: Board discussion of the proposed policy

Summary Report: The Finance Committee has developed a policy for the management of the Operating Fund Reserve and the Equipment Replacement Fund (the “Capital Fund” in NAFRS accounts). The Operating Fund Reserve was created by the Board through Resolution 2014-5. The policy would maintain this fund at 20% of the annual budget less the rent. The policy provides for the Board transferring an excess balance in this fund to the Equipment Replacement Fund. The Equipment Replacement Fund was created in the Joint Powers Agreement (Section 16c). The intent was to reduce the budget spikes that occur when purchasing vehicles and thereby simplify long-term planning for the JPA Parties. The policy provides for the Board transferring funds from this fund to the Operating Fund Reserve as needed. Any use of either fund is controlled by the NAFRS Board.

Alternative Options: None

Financial Impacts: None

Tentative Timelines: September – discussion of the policy October – approval of the policy

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DRAFT Financial Reserves Policy

9/8/19

Purpose The Joint Powers Agreement under which the Northfield Area Fire and Rescue Service (NAFRS) was organized established an Equipment Replacement Fund (Section 16c) and the NAFRS Board established an Operating Fund Reserve (Resolution 2015-4, Authority to Establish Operating Fund Reserve). The purpose of this policy is to provide guidelines for administrating the Equipment Replacement Fund and the Operating Fund Reserve.

Operating Fund Reserve The Operating Fund finances the day-to-day operations of NAFRS. It is approved annually by the Board and the JPA Parties. Beginning in 2019 and through 2029 the Operating Fund includes rent of approximately $300,000 which is equal to the annual bond payment for the facility renovation project. Approximately $500,000 of the Operating Fund supports fire and rescue operations.

The Operating Fund Reserve is used to supplement the Operating Fund if the approved budget is exceeded or if an unbudgeted expense arises. In compliance with the financial control policies of NAFRS, the disposition of funds in the Operating Fund Reserve must be approved by a majority vote of the NAFRS Board.

The Operating Fund Reserve will be maintained at approximately 20% of the Operations Budget minus the rent. For example, if the Operations Budget for the year is $809,000 and the rent is $303,000 then the target for the Operating Fund Reserve would be 20% of $506,000 or $101,200.

If the Operating Fund Reserve exceeds the 20% threshold, then the Board may transfer the excess reserve funds to the Equipment Replacement Fund or remit the excess funds to the JPA Parties.

Equipment Replacement Fund The Equipment Replacement Fund is used to pay for vehicles and capitalized support equipment. The purpose of the Equipment Replacement Fund is to provide a means for NAFRS to gradually accumulate the funds for capital purchases in order to avoid the significant spike in JPA Party contributions in the year when the purchase is made.

In compliance with the financial control policies of NAFRS, the disposition of funds in the Equipment Replacement Fund must be approved by a majority vote of the NAFRS Board.

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NAFRS Joint Powers Board Meeting Date: 09/19/2019

To: Joint Powers Board

From: Mayor Glenn Switzer, City of Dundas

Title: Further Information Requested re NAFRS and Northfield Rescue Squad

Action Requested:

The Joint Powers Board discusses request from the City of Dundas regarding the relationship

between NAFRS and the Northfield Rescue Squad.

Summary Report:

The City of Dundas requests further information/discussion regarding the relationship

between NAFRS and the Northfield Rescue Squad specifically related to the report that was

presented to the Board at the August NAFRS Board Meeting.

• It was mentioned a number of times that the Rescue Squad is a completely separate and

independent organization from NAFRS Fire. A 501(c)3 non-profit specifically.

Is there a contractual arrangement or an agreement in place between the Rescue Squad and

NAFRS? What is currently in place that defines that relationship?

How does it work to have a separate and independent 501 (C)3 organization occupying space

and running their operations out of a publicly owned and operated facility?

• 100% volunteer. 36 members/same personnel as NAFRS fire staff.

The Chief made a comment along the lines of if you’re a member of NAFRS fire staff,

you’re a member of the Rescue Squad. If that comment was accurate, it does not imply

volunteerism since there is apparently a requirement that to be on either fire or rescue, you’re

committing to be on the other. Please provide clarification.

Alternative Options:

N/A

Financial Impacts:

N/A

Tentative Timelines:

N/A

14

NAFRS Joint Powers Board Meeting Date: September 19, 2019

To: Joint Powers Board

From: Bron Scherer, NAFRS Board Chair Gerry Franek, NAFRS Fire Chief Sean Simonson, NAFRS Program Coordinator

Title: Fire Station Open House Procedure Discussion

Action Requested: None at this time

Summary Report: With the near completion of the Fire Station project, NAFRS personnel would like to hold an “Grand Opening” on Wednesday October 23, 2019 for the new improvement project. It is being proposed to have a “Closed Open House” for all NAFRS parties including but not limited to:

• Current NAFRS Board and Ex-Officio Members• Prior NAFRS Board and Ex-Officio Members• Current Members-City of Northfield City Council• Current Members-City of Dundas City Council• Current Members-Northfield Rural Fire Board• Township member representatives of Northfield Rural served area (in addition to Rural

Fire Board Township reps)?• Media

a. KYMNb. Northfield News

• Northfield Area Chamber of Commerce• DJ Medin Architects• Joseph Companies• City of Northfield employees affiliated with the Fire Station remodel/addition

In addition to the closed Open House, a Public Grand Opening would also be held for the General Public to view the remodeled Fire Station. Some of the logistics to discuss for this Grand Opening include but not limited to:

• Format• Refreshments• Formal greeting/program• Full Group Tours

a. Fire Department facility preference

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i. Staff time to prepare for eventii. Interference with Fire Department Operations issues

• Invitation format (from whom [Chair/Chief] and in what format/formats

Alternative Options: None at this time

Financial Impacts: Unknown at this time.

Tentative Timelines: None at this time.

16

Northfield Area Fire and Rescues Services Joint Powers Board Meeting Date: 09/19/2019

To: Joint Powers Board

From: Bron Scherer

Board Chair Update

Summary Report:

Please see the following:

• Upcoming Agenda Items List

October 17, 2019 JPA Parties Budget approval update Strategic Plan Primer

November 21, 2019 Strategic Plan Discussion

December 19, 2019 New Member Process 2020 Meeting Schedule

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