DATE
Tuesday
April
18th, 2017
UNIFIED FIRE SERVICE AREA
Special Meeting Minutes
8:30 a.m.
PRESENT:
Paul Glover
Jeff Silvestrini
Larry Johnson
Kathy Christensen
Chris Pengra
Coralee Moser
Sheldon Stewart
Allan Perry
Kelly Bush
Eric Ferguson
Richard Snelgrove
ABSENT:
Ben McAdams
Richard Snelgrove
Sam Granato
ALSO PRESENT:
Dan Petersen
Stephanie Graicus
Brett Wood
Rand Andrus
Mike Watson
Steve Schmidt
Brian Anderton
Tony Hill
Riley Pilgrim
Jeremy Robertson
Chair Coralee Moser presided
Called to Order
Chair Moser called the meeting to order at approximately 9:33 am.
Public Comment
Chair Moser asked for public comments and there were none.
Approval of Minutes
Councilmember Stewart made motion to approve the following minutes as submitted:
a. March 21, 2017
Councilmember Glover seconded the motion and all voted in favor.
Appointment of RFP Evaluation Committee for Legal Services
Chair Moser passed out a detailed list of firms that have submitted bids to provide legal services
for UFSA. Chair Moser stated that she had tried to identify any known conflicts that she was
aware of.
Chair Moser asked for four Board Members that might be interested in participating in the RFP
Evaluation Committee for Legal Services. Mayor Johnson asked to be excused from the
Committee as he as some conflicts of interests.
Councilmember Stewart stated that he was concerned with some of the names on the list as
some of the bids might have conflict with UFSA or the city they currently represent. Chair Moser
stated that per the RFP, the Evaluation Committee has the option to select a back-up firm. If for
some reason the legal services firm that was selected was to have a conflict of interest or leave
the service of UFSA, a backup firm could provide legal services.
Mayor Silvestrini asked to excuse himself as well from this process because of a financial conflict
of interest. Mayor Pengra asked to excuse himself as well as he has a conflict of interest with the
candidate from Eagle Mountain.
Chair Moser stated that the RFP committee, once appointed, will review the conflict of interests in
the review process.
Mayor Pengra made a motion to appoint Councilmember Bush, Councilmember Perry,
Councilmember Moser, Councilmember Christensen and UFA Fire Chief Dan Petersen as the
evaluation committee for the legal services request for proposals. Councilmember Stewart
seconded the motion and all voted in favor.
Appointment of RFP Evaluation Committee for District Administrator
Chair Moser asked for those interested in participating in the RFP Evaluation Committee for
District Administrator.
Councilmember Stewart stated that he has the same concerns with the conflict of interest with the
District Administrator just like the legal services. It is important that they have UFSA as a first
priority.
Councilmember Stewart made a motion to appoint Councilmember Bush, Councilmember Perry,
Councilmember Moser, Councilmember Christensen and UFA Fire Chief Dan Petersen as the
evaluation committee for the district administrator request for proposals. Mayor Pengra seconded
the motion and all voted in favor.
Quarterly Financial Report
Tony Hill presented the quarterly financial report for the UFSA Board members. Chair Moser
stated that as a District Board these reports must be approved quarterly. Tony reviewed the
revenues and expenses for the General Fund. Tony highlighted the detailed list of expenditures in
the General Fund for the Board to review which included supplies, capital lease payments,
bond/note issuance costs, professional fees, UFA contract fees, capital outlay fee and equipment
fees.
Tony discussed the workers’ compensation fees and stated that the UFSA will not be renewing
the workers’ compensation coverage as the UFSA does not have any employees currently.
Councilmember Stewart asked to have the capital lease payments reviewed. Tony mentioned the
2008 bond to build five stations. The payment on that bond was refinanced last year and saved
$3-4 Million but the Board approved an additional $6 Million to build Station 117. The capital
lease payments are made to satisfy the 2016 20-year bond.
Tony stated that when he began working for UFA, Station 117 building plans were already in
process. He understood all of the expenses for the rebuild of Station 117 were to come from the
$6 Million bond. As he researched, he verified prior minutes to conclude the Board approved the
$6 Million for just the construction of Station 117, not all other expenses. Other expenses
included architect costs, impact fees and construction-related costs. Before the bond funds were
available, $1.9 Million was paid toward construction costs out of the general fund. When the bond
money was available, that money reimbursed all of the expenses paid out of general fund. Now,
at the end of the station construction process, the bond funds are exhausted with remaining
expenses still due. Those expenses have been or will be paid from general fund. There are some
other fees that still need to be paid within the budget that was set up, but it will be paid in a
different order than originally planned. Everyone is being paid; it is just coming out of different
fund than originally planned. Tony will account for all costs and bring an explanation of the
funding of Station 117 to the next Board Meeting for the Board to review.
Mayor Johnson asked if Zwick adhered to their budget. Tony verified the budget was met. Mayor
Pengra asked if the funds paid outside of the construction bond were budgeted for and Tony
confirmed and added the station construction occurred over three fiscal years. In 2015 architect
costs were paid, in 2016 the bond was received, and in 2017 we are finalizing payment for
construction costs.
Chair Moser stated it would be helpful to have a list of the top ten capital projects for UFSA
prioritized with input from Chief Petersen. Tony reminded the Board that the projects were part of
the budget and stated that he can bring that plan back to the next Board Meeting. Tony
highlighted the Capital Projects Fund as well as the Debt Service Fund for the Board.
Councilmember Stewart made a motion to accept the quarterly financial report and approve the
expenditures. Mayor Pengra seconded the motion and all voted in favor.
Audit Tracking
Chair Moser stated that most of the action items are pending the appointment of the Legal
Services and District Administrator.
Chair Moser stated that every Board Member must complete the Special Service District Training
online. There are only six of the Board Members that have completed the training as of this
meeting. Chair Moser asked that all members of the Board complete this training as it is part of
the audit and stated that it is required.
Councilmember Stewart discussed the Board Oath that needs to be discussed in a future
meeting.
Councilmember Stewart discussed the closing of Station 120 and Station 107, noting they are
UFSA stations. He expressed support of repurposing them but indicated because Wildland is a
UFA Enterprise fund, there should be an arrangement or agreement to utilize Station 120. When
the action occurs, there should be an accounting for expenses and fees and remuneration for
utilization of UFSA assets. Councilmember Moser asked that Command Staff prepare a plan to
show the Board at the next Board Meeting. Chief Petersen acknowledged the request and
indicated they are also still working out some of the details on the staffing plan but they will
prepare a proposal.
The Board decided there was not a need for the closed session.
Motion to Adjourn
Mayor Pengra made a motion to adjourn the meeting. Councilmember Christensen seconded this
meeting and all voted in favor.