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HomeMy WebLinkAboutRecommendation for Budget and Funding Language in new Joint Venture Agreement for Fire Department in 2026Recommendation for Budget and Funding Language in new Joint Venture Agreement for Fire Department Budgeting and Funding (current contract language) Madison County Commissioners on behalf of the Ambulance, Madison County Fire Commissioners on behalf of the Fire, and the Rexburg City officials on behalf of the City, shall meet and set the budget for the next year in time that the reimbursement amount for each entity may be included in each entity’s respective budgeting and appropriation processes (The “Joint Meeting”). The scheduling of such meetings shall be the responsibility of the City in its capacity as financial administrator. This meeting shall be attended by the Chief of the Madison Fire Department, who shall have the responsibility of having compiled the necessary information to allow the parties to this Agreement to discuss the budgetary needs and demands each shall be requested to address. The Board shall consider and approve a recommended budget based on the determination of the Joint Meeting which shall then be allocated between the parties as provided herein. After approval by Madison County Board of Commissioners, Madison County Fire District Board of Commissioners, and the Rexburg City Council, that shall be the budgeted amount for next year. If any party fails to pay its portion of the approved and adopted Emergency Services budget, that party loses its vote on the Board during the time it is in default of its payment obligations. The Board may: 1) continue operations through the fiscal years making such budgetary adjustments as it determines appropriate; and 2) implement the default termination procedures outlined in Section 9(b) below. Budgeting and Funding (Draft Contract New Language) Madison County Commissioners on behalf of the Ambulance, Madison County Fire Commissioners on behalf of the Fire, and the Rexburg City officials on behalf of the City, shall designate a budget representative from each respective entity to assist with the budget creation process for each of the funds noted below and shall meet and set the budget for the next fiscal year in time that the reimbursement amount for each entity may be included in each entity’s respective budgeting and appropriation process. (The “Joint Meeting”) according to the following schedule: • The following must be submitted no later than the 3rd Thursday of March each year to Ambulance, Fire, and City designated budget representatives and the Board by the Chief of the Madison Fire Department. o Proposed Capital Improvement Plan (CIP) that includes a summary of the next 5 years minimum of capital requests o Requests to add new full-time personnel positions in the following fiscal year along with recommended grade and pay scale minimum and maximum salary and anticipated hire date o Proposed Cost of Living Adjustment (COLA) with analysis on how determined • The Chief of the Madison Fire Department shall schedule a budget work meeting in May, or sooner if possible, and provide a recommended budget for each fund to each joint venture partner budget representative and include the following items: o A recommended budget for the upcoming fiscal year in a format that shows the two prior year actuals, the current year budget, actual, and projection, and the recommended budget for the upcoming fiscal year. o A percentage and dollar amount increase (decrease) for Ambulance, Fire, and City over the prior Fiscal Year contributions/subsidies. o The carryover or deficit from the prior fiscal year end in the Emergency Services Operating Fund (Formerly Fund 17) and include that in the budget recommendation for the next fiscal year. • The Board and other ambulance, fire, and city representatives shall discuss the budgetary needs and demands presented in the budget reports and make a final recommendation to the respective governing boards for ambulance, fire, and city no later than the 3rd Thursday of May each year. • Each respective governing board will have opportunity to review and discuss the budget requests recommended by the Board and should respond to the Board no later than the 2nd Monday of June with any recommended reductions in the amount or percentage increase recommended by the Board. The increase allowed each year shall be controlled based on a target-based budget (TBB) approach, which helps set specific expenditure ceilings for departments based on projected revenues, rather than relying on previous spending levels. • If reductions are required, the Chief of the Madison Fire Department and designated budget representatives will work together to revise the budget within the TBB and complete such recommended budget and present it to the Board and return it to the Ambulance, Fire, and City no later than the 3rd Thursday of June each year. • The final recommended budget shall then be allocated between the parties as provided herein and after approval by Madison County Board of Commissioners, Madison County Fire District Board of Commissioners, and the Rexburg City Council through their regular budget and appropriation process and shall be the budgeted amount for next fiscal year. At the end of each fiscal year, once the audit adjustments have been made, any carryover or deficit in the Emergency Services Operating Fund (Formerly Fund 17) shall be included in the budget process for the following fiscal year. The Chief of the Madison Fire Department will work with their internal financial staff or contractors to generate and distribute a quarterly report to the Ambulance, Fire, and City within 40 days of the end of a quarter. Quarters will run through the fiscal year with the first quarter being October through December. If any party fails to pay its portion of the approved and adopted Emergency Services budget, that party loses its vote on the Board during the time it is in default of its payment obligations. The Board may: 1) continue operations through the fiscal years making such budgetary adjustments as it determines appropriate; and 2) implement the default termination procedures outlined in Section 9(b) below. F060- Three Entity New Building Fund (Formerly Fund 16) F001- General Operating Fund (Formerly Fund 17) F050- Joint Fire Capital Fund (Formerly Fund 18) F025- Wildland Fund (Formerly Fund 37) F030- ESNA (Emergency Services National Academy (New Fund 2026)