Town of Cincinnatus/Cincinnatus Fire District Needs Assessment Meeting #3 June 30, 2016 ATTENDEES:

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1 HUEBER-BREUER CONSTRUCTION CO., INC. Division of Fire Protection Services 148 Berwyn Ave. / PO Box 515 Syracuse, NY fax Town of Cincinnatus/Cincinnatus Fire District Needs Assessment Meeting #3 June 30, 2016 ATTENDEES: Mike Stafford Luann King Mark Christian Wayne Landers Penni Eccleston Terena Loomis Shawn Scoville Donna Catlin Brooke Kemak Nikki Carlson Sean Foran Laura Cassalia Councilperson Town Board Supervisor Councilperson Town Fire Commissioner - Chair Fire Commissioner Fire Chief Emergency Squad Community Member HUEBER-BREUER HUEBER-BREUER CHA COMPANIES mstafford@delta-eas.com thesyrupking@gmail.com mtchristian03@yahoo.com trailking67@yahoo.com pennieccleston@yahoo.com tmloomis@frontiernet.net shawnscoville@yahoo.com dlcatlin@yahoo.com brooke.knick@gmail.com ncarlson@hueber-breuer.com sforan@hueber-breuer.com lcassalia@chacompanies.com Station Tours Sean discussed taking one Saturday to tour stations in the Syracuse Area, including Tully, Minoa, Jamesville and East Syracuse. This step is critical for the committee to be able to make educated decisions on space allocation of the rooms necessary for their needs. Sean suggested the committee discuss what day was best for them. 6/16: Station Tours Scheduled for 6/18. Post Station Tour Note: The tour was held 6/18 with 5 participants All felt it was time well spent. 6/30: Close

2 01.04 Mission Statement Sean distributed a sample mission statement and discussed that this mission statement should be written by the committee members. He explained that it will be important throughout this process and keep everyone on track as to why we started, and then it will be integrated into the final assessment. 6/16: Mike will revise and return to Hueber-Breuer before the forum on 6/30. 6/30: Sean distributed the final copy of the mission statement. It was discussed that it will be in the front section of the town/district s study Critical Path Draft Review Sean distributed a draft critical path. The dates were discussed and it was found that the June 9 th meeting must be rescheduled due to a conflict. This date will be rescheduled. Public Forums will be held on the 3 rd, 5 th, and 7 th meetings with alternating times and locations. 6/16: Sean distributed an updated Critical Path with a breakdown of the next meeting topics. (See Attached) 6/30: Sean distributed an up to date Critical Path that reflects the EMS building. The 8/1 date was discussed for possible movement due to it being a Monday, but LuAnn decided to keep it scheduled moving forward Background Information Checklist Sean distributed information checklist and gave the high priority items a date of June 23 rd, Medium priority date of July 20 th, and a Low priority date of September 15 th to have these items submitted by. There was some information given toward these items that HB will review and return in the next meeting. 6/16: Sean reviewed the information previously submitted by the committee last meeting and updated the background checklist. Sean advised that items # 1 and # 13 of the checklist are required prior to the 6/30 meeting. (See attached) 6/30: Sean advised to leave this item open due to Julie Benzo searching for possible grant opportunities. She may need additional information Benzo Checklist Sean distributed Benzo Checklist and there was some information given toward these items that HB will review and return in the next meeting. 6/16: Julie has backup data received to date. She is reviewing and will advise for necessary items. 6/30: Sean advised the same to this item; Leaving it open due to Julie searching upcoming opportunities.

3 01.08 Keep the Dept and Public In the loop Sean discussed that through public forums this process will keep the public educated about the project. Two of the Three public forums will be held in the fire station at 6:00pm, One of them will be held in the Town 7:00pm. In addition to the public forums, Sean proposed meeting with the Fire Department members and it was proposed by the committee for Sean to attend Supervisor meetings with the Town. Nikki to also create a website for the project that has all meeting and forum information on it. Flyers will also be distributed around the town. It was noted that the local paper has a free ad section, and the committee will obtain the contact for that paper and forward it to Nikki. 6/16: Close 6/30: Item re-opened. The first public forum was held and there was a discussion from the committee on how to gain more input from the public. Sean suggested a sign out front of the firehouse, and the committee suggested sending out information in the next water bill Viable Options Sean discussed a series of options for the Town Hall and Fire Station buildings. A complete list will be formulated and presented at the next meeting. The use of a flood plain map will be used to identify site options. 6/16: Sean distributed an updated Viable Options sheet broken out into the Town Hall Space, Fire Station Space and Possible Site configurations. (See Attached) 6/30: Sean distributed an updated Viable Options sheet which represented a new T2 Option for the town which was to re-purpose the EMS building for the town. Sean discussed the topic by expressing to the committee that if the buildings condition was sufficient, it was valuable square footage. An inspection of the building is necessary Site Options There is a collection of site opportunities that have their own pros and cons. These opportunities will be investigated in regards to flood plain and access. 6/16: Sean advised that these options will be formalized as the site analysis portion of the study approaches. 6/30: This topic will have further development after the viable options are fully explored. It is important to evaluate the town wide flood plain and the call volume of the fire department to determine what area is most beneficial to build these structures VRP Sean asked Shawn Scoville to collect a current vehicle list with year, make, model and dimension of each piece of apparatus and outline the current vehicle replacement plan that the Department currently has in place. 6/16: Shawn (CFD) has given Hueber-Breuer the names and dimensions of all apparatus. 6/30: Shawn Scoville was asked to start working on detailed descriptions of each piece of apparatus.

4 01.12 Existing Grants The department was recently awarded $ 202,000 for a new piece of apparatus. This new piece of apparatus will replace two, outdated pieces they currently have. This money can be used a number of ways, either a down payment for a custom piece, a down payment for a new demo piece, or a down payment for a lease. Two out of the three options will lead the Department to bond for the remaining money to cover the addition expense of this new piece of equipment. 6/16: Close 6/30: Item re-opened. Sean explained there is no up to date information as of right now but the 8/1 meeting should have more details Keene Budget Sean to forward Keene NH Town Budget Format to Luann for her use. 6/30: Sean distributed the hard copy format to LuAnn King to give her a detailed reference. It was asked to send the electronic copy over for their use Proposed Square Foot Breakdown The committee reviewed, in detail, the space requirements for Fire, EMS, and the Town Hall. Sean to provide Square Foot and Magnitude of Cost for next meeting. 6/30: Sean distributed a Square Foot Analysis and Magnitude of Cost for Options T1, F1, and F2. New Business Town Hall Option T1: Build New Sean distributed the Square Foot Analysis and Magnitude of Cost for this option. The Square Foot Analysis is a collection of rooms and their sizes, determined by a discussion led by the station tours. The total square footage came out to be 8,532 which included a central office, court room, kitchen space, bathrooms, chambers, clerk and more. The projected magnitude of cost for this building included a construction cost, design fees, bond/legal/misc, design and construction contingency and escalation Totaling $ 1,433, Fire Department/EMS Option F1: Build New Sean distributed the Square Foot Analysis and Magnitude of Cost for this Option. The Square Foot Analysis is a collection of rooms and their sizes, determined by a discussion led by the station tours. The total square footage came out to be 12,941 which included the apparatus bay, classroom for training, storage, offices for company officers, decon, turn out and more. The projected magnitude of cost for this building included a construction cost, design fees, bond/legal/misc, design and construction contingency and escalation Totaling $ 3,727,008.

5 03.03 Fire Department/EMS Option F2: Build New Pre-Engineered Metal Building Sean distributed a Magnitude of Cost for the same Square Foot Analysis but as a Pre- Engineered Metal Building that would meet Essential Facility Code. The projected magnitude of cost for this building included a construction cost, design fees, bond/legal/misc, design and construction contingency and escalation Totaling $ 3,183, Open Discussion about Option T1, F1, and F2 The discussion about Option T1 raised some concerns regarding the Square Footage. Mike Stafford brought up that the Central Office was too large and should require some revision. Sean explained that the number reflected the same number that Minoa has and can be subject to change throughout the process and even during the design phase. The multipurpose community space was also a concern and Sean explained that he added to the East Syracuse space to ensure enough space for their bingo hall but this number is still subject to change during this process. Sean advised that it also may be beneficial to create a T1: PEMB Magnitude of Cost to see what the outcome would be for that structure. The discussion about Option F1 raised some concerns about the space in the fire bay. The question was brought up as to whether it was necessary to have the 60 apparatus bay versus a 50 apparatus bay. Sean advised that next meeting he will bring a floor plan with each piece of apparatus so the committee was able to pinpoint the exact configuration of the apparatus to best fit the space requirements and ensure accurate response times. Lastly, the discussion about Option F2 discussion revolved around life span. The difference between F1 and F2 was roughly $ 500,000 but option F2 was most likely only going to last 30 years, while Option F1 has a 50+ life span Existing Building Inspection Reports Ralph, from Hueber-Breuer, is conducting inspections on the current fire station and EMS building. These draft reports should be done by the next meeting, 7/21 and the full reports should be done by 8/ Discussion on Option T2, F3, and F4 Sean advised that the discussions planned should be held off until the inspection reports are finished because it is hard to analyze what the renovations and/or repairs are without knowing the exact condition of each of the current buildings.

6 Next Meeting: Thursday, July 21, 6:00pm