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ATTACHMENT 1 LEGISLATIVE , FINANCE, AND ADMINISTRATION COMMITTEE 09/13/2004 PROPOSED FIRE DEPT. APPARATUS REPLACEMENT PLAN FISCAL YEAR | 2005/06} 2006/07: 2007/08; 2008/09: 2009/10: 2010/11; 2012/13) $77,000 ae A H H T H i 1 $140,000! $140,000} $140,000} D | i ! 1 $160,000! $160,000! $160,000} $480,000 $196,000} ***During Fiscal Years 05/06, 06/07 & 07/08 the Robbins Hose Company would make the payments for Ladder 2 from the sale of the old truck. 2004/2005 CURRENT FIRE DEPT. APPARATUS REPLACEMENT PLAN 2005/06] 2006/07! 2007/08; 2008/09} 2009/10! 2010/11} 2011/12; 2012/13: 20134] TOTALS| f i i —_ i JLaddert ___|_$70,000} $70,0001 $70,000} TT $210,000) lengine3 {| Seg00g; tT 888,000) lEngine4 [EE $100,000! $100,000! $100,000; $100,000), tt $400,000] co i=] H H H H H H H H i H =} E=) So i i $100,000; $100,000} $100,000! $100,000| $400,000) ngne7 $80,000 $2,075,000}

General City of Dover City of Dover Annual Contribution to Robbins Hose Company for Capital Investments (continue) IMPACT ON OPERATING BUDGET: Planning and Design Land _ Construction _ Miscellaneous Equipment Other TOTAL 167 2004-2008 Capital investments Pian

General City of Dover City of Dover Annual Contribution to Robbins | LOCATIONS AREA MAP: Hose Company for Capital Investments Pee FISCALYEAR: 2005-2009 PROJECT NO.: NIA FUND: Generai DEPARTMENT: Fire DEPT. RANKING: 1 PROJECT DESCRIPTION: This contribution covers payments to the Robbins Hose Company to cover the Major Fire Apparatus Replacement Plan and the annual mortgage payment for Station #2. NEED, JUSTIFICATION, BENEFIT: The annual mortgage payment is based on an earlier agreement that the City of Dover has with the Robbins Hose Company. The Major Fire Apparatus Replacement Plan ensures loan payments for replacement according to a schedule which guarantees equipment will not be outdated and unserviceable. This plan is based on replaciiy one of the Company's five engines and one rescue vehicle every three years which would put the average replacement age at 18 years. The two ladder trucks would be replaced on every 15 years depending on condition and current needs. This schedule would reduce overall maintenance costs because fire apparatus would be replaced before major problems occur. By providing the Robbins Hose Company with the needed payments for the Major Fire Apparatus Replacement Plan, the Robbins Hose Company will be enabled to pay for a $2.5 million door rehabilitation of the Company Headquarters on Govemors Avenue. This renovation is designed to handle 25 years of growth of the company and would preclude any need for an additional fire station in Dover. The Robbins Hose Company will also cover costs associated with miscellaneous apparatus and equipment such as command units, utility vehicles, and large hose repiacement. CONSEQUENCES OF DELAYING OR ELIMINATING THIS PROJECT: increased maintenance costs; possibility of not meeting {SO requirements and NFPA standards THIS PROJECT IS RELATED TO THE FOLLOWING: N/A EXPLANATION OF IMPACT ON OPERATING BUDGET: N/A TIME-LINE/CURRENT STATUS: . sm vean_[ novos] rose] woot] coren| sowoo] aoare] are aia] aia] aaa] Tora Rescue Truck | 95000] |} | |_| _1 an ine tae otoo|como| tormntwomt saon| “eso| “nace | soaso| somal emooct seo a fsdcert | raeo| Tease raaeo| tegsof ae ftadaer? |__| RAC _[ RHC | RHC | 77000] 77000] 77,000] 77o00| 77000] 77/000) $462,000 Engines eeamofamooof TT TTT 176000 fEnginee |__| 126000] vwe000| vaemoo| |_| [| | | | $318,000] Engines [|| «|_| tab oan] vara0n | vaboof | [| -saz0.000 ae a a cs a a RN CIITA CO [TOTALS __|$313,000 [$344,000 [$256,000 [$256,000 [$277,000 [$277,000 [$277,000 [$297,000 [$297,000 [$207,000 | $2,891,000] RHC — Robbins Hose Co. will make payment. COMMENTS: It should be noted that replacement of Ladder #2 is being proposed prior to its life expectancy; the resale value will be applied to the first three years of payment by the Robbins Hose Company. The purpose of an earlier replacement is to allow the company to purchase a ladder truck that can handle the City's wide variety of street width in a more effective manner than with the existing Ladder #2. 2005-2009 Capital Investments Plan 6 7)

General City of Dover Replacement of Utility Vehicle Enews LOCATION & AREA MAP: FISCAL YEAR: 2007 PROJECT NO.: NIA FUND: General DEPARTMENT: Fire DEPT. RANKING: 1 PROJECT DESCRIPTION: This project would replace the current utility vehicle, a 1997 Chevrolet four-door with 4WD. NEED, JUSTIFICATION, BENEFIT: This vehicle will be nine years old in 2006. It is used to transport the boat to water rescues and the foam trailer to haz-mat emergencies. CONSEQUENCES OF DELAYING OR ELIMINATING THIS PROJECT: Because this vehicle is used for emergency response, it must be reliable at all times. If not reliable, it could delay emergency response. THIS PROJECT IS RELATED TO THE FOLLOWING: Fire Department vehicle replacement EXPLANATION OF IMPACT ON OPERATING BUDGET: N/A TIME-LINE/CURRENT STATUS: This vehicle would be bid out through the proper City of Dover purchasing policy. We anticipate ordering the vehicle in Fiscal Year 2006 for delivery in Fiscal Year 2007. COMMENTS: None DELETED FROM CIP IMPACT ON OPERATING BUDGET: “Prior to 2005 FY 2005, FY 2006 FY 2007 FY 2008 FY 2009 After 2009 / Prior to 2005 General Fund Planning and Design Land Construction Miscellaneous Equipment Other TOTAL . ME KANT) 2005-2009 Capital investments Plan 6 5

General City of Dover Replacement of Five-Inch Fire Hose NeW e LOCATION & AREA MAP: FISCAL YEAR: 2006-2009 : PROJECTNO.:: = NIA FUND: General DEPARTMENT: Fire DEPT. RANKING: - 1 PROJECT DESCRIPTION: This project would replace a 5,000 foot five-inch fire hose over a four-year period. NEED, JUSTIFICATION, BENEFIT: The current hose is starting to come apart due to usage. We need to have a dependable, operational hose to relay water. CONSEQUENCES OF DELAYING OR ELIMINATING THIS PROJECT: loss of life and property to citizens of Dover THIS PROJECT iS RELATED TO THE FOLLOWING: N/A EXPLANATION OF IMPACT ON OPERATING BUDGET: N/A TIME-LINE/CURRENT STATUS: Lead time would be 60-120 days from time of order. We would like to order it in July and place it in service in October each year of the project. COMMENTS: None DELETED FROM CIP IMPACT ON OPERATING BUDGET: $10,000 $10,000 $10,000 $10,000 Planning and Design Land Construction Miscellaneous Equipment _ $10,000 $10,000 $10,000 $10,000 Other . TOTAL [$45 ,000) 2005-2009 Capital Investments Plan ‘Jo

ACTION FORM PROCEEDING: Legislative, Finance and Administration Committee | AGENDA ITEM: 9-13-04-3 | DEPARTMENT OF ORIGIN: City Manager DATE SUBMITTED: 9-02-04 | PREPARED BY: Anthony J. DePrima SUBJECT: CIP Amendments — Vehicle Purchases — Robbins Hose Company REFERENCE: N/A RELATED PROJECT: Capital Investments Plan APPROVALS: City Manager and Finance Director EXHIBITS: Request from Robbins Hose Company dated August 18, 2004; Replacement CIP pages as EXPENDITURE REQUIRED: N/A AMOUNT BUDGETED: N/A FUNDING SOURCE (Dept./Page in CIP & Budget): N/A TIMETABLE: Ten-Year Plan RECOMMENDED ACTION: Approve a motion to adopt the revised CIP as outlined in the attached exhibits which reflect the request of the Robbins Hose Company to adopt a payment plan that transfers funds over the| next ten years to the Robbins Hose Company for major apparatus replacement and mortgage payments for Station #2, with the condition that the Robbins Hose Company agrees to assume all payments for improvement to Station #1 currently estimated at $2.5 million and all auxiliary vehicle and equipment costs. It is further understood that this contingency be reflected in minutes of this meeting, certified by the City Clerk and sent to the Robbins Hose Company, and that the Robbins Hose Company shall send certified minutes of its meeting at which the payment plans for major and auxiliary apparatus and fire station were agreed to. It is further understood that both the City of Dover and the Robbins Hose Company will, to the best of their abilities, adhere to this plan; that the improvements to Station #1 will preclude any need for a third station in the} foreseeable future, and that Robbins Hose Company will, because of the lead time necessary for ordering} major fire apparatus, need to order equipment in the fiscal year prior to first payment. | follows: 167 of 2004-2008 CIP and 67, 69-72 of 2005-2009 CIP | BACKGROUND AND ANALYSIS The City Manager was approached by the Fire Chief about the idea of entering into a long-range vehicle replacement plan for the Robbins Hose Company that would entail the City of Dover providing funds for the Company’s major apparatus equipment replacement. In addition, the City would continue to provide $60,000 per year toward the mortgage payment of Station #1. Under this proposal, the Robbins Hose Company would fund the $2.5 million improvement to the Headquarters/Station #1 without City assistance and take over the funding of command and utility vehicles. Attached is a letter from the Fire Chief that fully explains the proposal. Included with the letter are tables to compare the proposal with current vehicle replacements as embodied in the CIP. Please note that neither table includes the $60,000 per year for Station #2. Some features to note are: 1. In the past, the Robbins Hose Company has shared in the purchase of major apparatus. However, the Fire Chief reports that a new funding plan is necessary because the Company cannot continue to purchase major apparatus plus build a much-needed addition to Headquarters/Station #1—particularly in the face of increasing fundraising difficuity.

. The plan causes no change in this fiscal year (FY 04/05) but adds $79,000 to what was proposed for FY 05/06 and $116,000 to FY 06/07. These increases are due to moving up the replacement of Engine #4, Engine #4 has been having mechanical problems, and the Fire Chief advises to replace the Engine next fiscal year to avoid repair costs and downtime. Overall, the Fire Chief feels this would be more cost effective. It should be understood that the Robbins Hose Company will consider the approval of the plan as authorization to begin the ordering process for Engine #4. . The plan calls for the replacement of Ladder #2. Ladder #2 has been the driving force behind the discussions on street widths. The Chief feels it can be replaced with a piece of equipment that can better fit our community’s streets and provide more versatile services. This adds cost to the middle year of the ten-year plan but reduces costs in the end years. . The plan puts replacement of Engines and the Rescue Truck on an 18-year rotation and the two Ladders on a 15-year rotation. This allows for better advance capital planning. . The Fire Chief believes that the $2.5 million, 10,000 S.F. addition to Headquarters/Station #1 will preclude the need for another fire station--particularly on Dover’s east side.

CG ow hecho eta DOVER’S VOL. FIRE DEPT. Since 1882 August 18, 2004 Tony DePrima, City Manager oan do de LW ! mae) City of Dover ro. Box 475 AUC 2 4 2008 Dover De, 19903 Fb ~ ‘eyorCry Wanager Dear Sir, The Robbins Hose Company is a unique hybrid city department in that we have two organizations the City and the Robbins Hose Company intertwined to provide fire protection for our city. The most expensive part of running a city fire department is 1* the personnel cost for firefighters and 2™ the replacement of fire apparatus. Because of our community’s strong volunteer spirit we thankfully do not have to consider the cost of career firefighters now or in the near future, we do however have to provide a safe and weli maintained fleet of fire apparatus. Each year a plan is submitted for the CIP that often deals with our goals and objectives in order to plan for the needs of the future. Today I propose a long-range vehicle replacement plan that will ensure fire apparatus is replaced according to a schedule which guarantees equipment will not be outdated and unserviceable but also shows fiscal responsibility to the citizens of Dover. This plan over 10 years would represent an actual reduction in the vehicle replacement 10 year CIP for the fire department and would reduce overall maintenance cost because fire apparatus would be replaced before major problems occur which normally include pump, engine and transmission replacement. The fire departments vehicle life expectancy is longer than any department within the City of Dover, by adopting this plan we would continue this life expectancy by replacing one of the 5 Engines or Rescue every three years, which would put the average replacement age of this apparatus at 18 years. The Ladder Trucks would be replaced on an average every fifteen years depending upon their condition and current needs. The City of Dover has grown from a small town environment to a small city, as this city grows it becomes increasingly difficult to raise donations from the public. For years we have attempted to make residents aware of who we are and what we do in order to increase donations to cover operating expenditures, but the fact is that most city residents and businesses do not donate to the fire department because it is seen as a city service for which the city is responsible. We have exhausted every way possible in the past ten years to increase our donation revenue with no real results. We are able to maintain our current operating expenses however the cost of fire apparatus is to much of a burden to bare. 103 South Governors Avenue * Dover, Delaware 19904 Headquarters: (302) 736-7168 © Fire Chief's Office: (302) 736-7167 * FAX: (302) 736-7166

The Robbins Hose Company has made a large commitment to the future of the city’s fire service by planning to build a 10,000 square foot addition and rehab sections of Fire Headquarters on Governors Avenue at a cost of 2.5 million dollars; this addition will provide the apparatus and office space for the Headquarters Station for the next 25 years. This project will be’ paid for from a combination of State Grant & Aid, savings and donations to Robbins Hose Company. In Delaware many departments similar to ours such as Newark, Christiana and Mill Creek are struggling with staffing issues for fire responses requiring the hiring of paid firefighters. We on the other hand are actually growing as a volunteer organization, recruitment numbers have increased as we increase diversity within the department by reaching out to the community, this combined with stable leadership will ensure a very stable future for your fire department. During the last 50 years the fire department has maintained 5 Engines, a Ladder Truck, a Rescue Truck and a Hose Tender. In 1982 because of growth an additional Ladder Truck was purchased, in 1994 a second Fire Station was opened which simply relocated fire apparatus, it did not increase the number of apparatus and in 2001 the Hose Tender was sold and not replaced because of the capabilities of new apparatus. In the Fire Department’s opinion there is no need to increase the number of apparatus due to growth or build additional fire stations in East or South Dover, this is due to an analysis of response times to the White Oak Road, South Little Creek Road and South State Street areas. We do however need to replace equipment according to a schedule, which insures the latest safety, technology and mechanical readiness for the future. The Robbins Hose Company is proposing that Company purchase all Miscellaneous Vehicles such as Command Units and Utility Vehicles starting in FY 05/06 and that all tools and equipment which are needed to place a piece of apparatus in service also be purchased by the Robbins Hose Company, in turn the City of Dover would follow the attached CIP for Major Fire Apparatus Replacement. I understand that this change in our CIP is mid-year however because of the recent out of service problems with Engine 4 which we have discussed and the ability to provide overall cost savings I believe now is a better time than later to dea! with this issue. Yours In Servi Brian F. Bashista Fire Chief Cc. Robbins Hose Company

PROPOSED FIRE DEPT. APPARATUS REPLACEMENT PLAN FISCAL YEAR | 2005/06; 2006/07: 2007/08; 2008/09; 2009/10; 2010/11: 2011/12: 2012/13! 2013/14] TOTALS $210,000 $462,000 | ___ $88,000 ae a $126,000} $126,000} **During Fiscal Years 05/06, 06/07 & 07/08 the Robbins Hose Company would make the payments for Ladder 2 from the sale of the old truck. 2004/2005 CURRENT FIRE DEPT. APPARATUS REPLACEMENT PLAN FISCAL YEAR | 2005/06] 2006/07] 2007/08] 2008/091 2009/10, 2010/11; 2011/12) 2012/31 2013/14 $10,000 Utility Vehicle Ladder 1 $70,000| $70,000! $70,000! i H H H TOTALS $180,000 $400,000] $400,000) $2,075,000;