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Clay Township Fire Protection Agreement2015 Contract For Fire Protection 2015 CONTRACT FOR FIRE PROTECTION BETWEEN THE CITY OF CARMEL, INDIANA AND CLAY TOWNSHIP OF HAMILTON COUNTY THIS AGREEMENT, made and entered into by and between the City of Carmel. Hamilton County, Indiana, hereinafter called the "City," and Clay Township, Hamilton County, Indiana, hereinafter called the "Township," as of the 1st day of January, 2015. WITNESSETH: WHEREAS, the City and the Township have heretofore entered into contracts for fire protection of the Township; and WHEREAS, the City and the Township have agreed to continue fire protection arrangements for the additional period of one (1) year beginning as of January 1, 2015 and continuing through December 31, 2015; and WHEREAS, the City and the Township have agreed that fire protection shall not be discontinued until the 2016 contract is negotiated and ratified between the parties or until the Township has retained alternate fire protection. NOW, THEREFORE, it is mutually agreed by and between the parties hereto as follows: 1. The City agrees to furnish fire protection service to the residents of the Township outside the limits of the City, including basic and advanced life support emergency service ("life support"), the Communication Center Service, and administer the "911 emergency service" (all the foregoing collectively "Fire Protection"). 2. The Township hereby agrees to leave all of its fire fighting equipment, trucks and accessories, and life support emergency vehicles at the disposal of the City throughout the term of this Agreement. 3. The City will continue to operate the six (6) stations now in use and to operate advanced life support vehicles out of each station. 4. The only monetary liability of the Township for Fire Protection to the City will be to pay the contract payments as hereinafter set forth. The proportionate share of the Township for the 2015 Fire Department budget shall be the ratio based upon the Township's 2014 (pay 2015) assessed valuation outside the corporate limits compared to the City's 2014 (pay 2015) assessed valuation as they relate to the total of the two. The proportionate share of the Township for the 2015 Communication Center's budget shall be one half (1/2) of the Communication Center's budget multiplied by the ratio based upon the Township's 2014 (pay 2015) assessed 2015 Contract For Fire Protection valuation outside the corporate limits compared to the City's 2014 (pay 2015) assessed valuation as they relate to the total of the two. The 2014 (pay 2015) assessed valuation of the Township outside the corporate limits is certified as $198,603,086 or 3.00% of the total assessed valuation of the Township. The 2014 (pay 2015) assessed valuation of the City is certified as $6,453,492,202 or 97.00% of the total assessed valuation. These certified values and percentages are subject to change by the Hamilton County Auditor and Department of Local Government Finance. 5. The City agrees to maintain a minimum of one hundred forty-four (144) full time, sworn firefighters at all times during the continuation of this agreement, including a full-time, paid Fire Chief, a minimum of forty (40) of said firefighters to be assigned to each of three (3) shifts at all times. In the event that firefighters terminate employment during the year, the City will continue to be in compliance with this paragraph so long as it hires replacement firefighters within a reasonable time of the termination. The City further agrees to maintain the Communication Center and administer Emergency "911" services and make the same available to all Township residents. The Fire Chief will be appointed by the Mayor, after consultation with the Township Trustee and Township Board. 6. The City agrees to purchase all materials and supplies, to pay all compensation to personnel and firemen, pay the costs of the operation of the Fire Department and the Communication Center, to carry all necessary insurance on firefighters/personnel and on all buildings and equipment of the City and the Township, except the building known as Fire Station No. 45, and to save the Township, the Township Trustee and the Township Board harmless from any and all liability, except as to Fire Station No. 45. A copy of the Declaration Page of the Liability Insurance Policy carried by the City on the Fire Department and the Communication Center is attached hereto as Exhibit "A" and a Certificate of Additional Insured is attached hereto as Exhibit "B", naming the Township, the Township Trustee and the Township Board as additional insured. A copy of the Declaration Page of the Casualty and Premises Liability Policy carried by the Township on Fire Station No. 45 is attached hereto as Exhibit "C" and a Certificate of Additional Insured naming the City as additional insured on Fire Station No. 45 is attached hereto as Exhibit "D". 7. The City shall provide to the Township a complete inventory of all Fire Department apparatus and equipment each year. 8. The City agrees to furnish quarterly statements of all operating expenses on or before the tenth (10th) day following the end of each calendar quarter. All 2015 Budgeted Amounts appropriately encumbered by the City in 2015 and expended in 2016 shall be separately accounted for and treated as 2015 operating expense for purposes of this Contract. On or before February 15, 2016, the City further agrees to furnish statements of all 2015 budgetary items, expenditures and encumbrances in a format which can be reconciled to the contract amounts. The City shall repay to the Township its share of unspent monies contributed for Fire Protection no later than February 15, 2016, with regard to 2015 unspent monies. In the event that the State Board of Accounts Audit of the City of Carmel Requires an adjustment of the above 2 2015 Contract For Fire Protection computations, the Township or the City will remit any amounts due as a result of the audit within thirty (30) days of receipt of the Audit Report. 9. The entire budget for the Fire Department of the City and of the Township in 2015 has been fixed at $21,972,815.00. A copy of said Budget is attached hereto as Exhibit "E". Of that amount, it is mutually agreed that the share of the Township should be $659,184.45 or 3.00% of the Fire Department Budget. In the event the expenditures in 2015 are less than $21,972,815.00 the Township's pro rata share of the money unspent shall be refunded as set forth in Paragraph 8 above. However, all of the above is subject to and conditioned upon the approval of the budgetary authorities of the City and the Township. 10. The entire budget for the Communications Center of the City and of the Township in 2015 has been fixed at $2,574,590.00. A copy of said Budget is attached hereto as Exhibit "F". Of that amount it is mutually agreed that the share of the Township shall be $38.618.85 (3.00%o of 50%) of the Communications Center Budget. In the event the expenditures in 2015 are less than $2,574,590.00 the Township's pro rata share of the money unspent shall be refunded as set forth in Paragraph 8 above. However, all of the above is subject to and conditioned upon the approval of the budgetary authorities of the City and the Township. 11. In order to pay its share of the above expenses for the year 2015 in the total amount of $697,803.30 the Township appropriated and will seek Dept. of Local Government Finance approval of an appropriation in its Fire Fighting Fund of $697,803.30. By this Agreement, the Township agrees to pay the entire appropriation of $697,803.30 to the City as payment of its share of the total costs of Fire Protection. 12. The Township further agrees to take all action necessary to seek authorization to borrow funds, if necessary to enable it to complete the payment of the total amount due and payable for its share of the costs of Fire Protection required pursuant to this Agreement. 13. For and in consideration of the promises and agreements herein and subject to the approval of all necessary state agencies, the Township does hereby agree to pay the City the total sum of $659,184.45 (2015 Fire Department Budget) and $38,618.85 (2015 Communication Center) in the following manner: $329,592.22 (Fire Department) and $19,309.42 (Communication Center) on or before July 15, 2015, or within one (1) business day of the Township's receipt of its tax draw from Hamilton County, whichever is later, plus $329,592.22 (Fire Department) and $19,309.42 (Communication Center) on or before December 31, 2015, or within one (1) business day of the Township's receipt of its tax draw from Hamilton County, whichever is later. Notwithstanding the foregoing scheduled payments, the Township may, at its option, and in lieu of the payments due on December 31", pay an amount which will: (a) cause the total payments made by the Township pursuant to this Section to equal ninety -five percent (95%) of the scheduled payments for the year; or (b) equal the total percentage of budget actually spent by the Fire Department and Communication Center for the year, if received in writing from the City no later than December 30, whichever amount is greater. In the event the foregoing payments shall be less than the pro rata share of the actual expenditures by the City for the Fire Department and the Communication Center, the Township shall pay to the City an 3 2015 Contract For Fire Protection amount necessary to reconcile the actual payment due no later than February 15, 2016, for 2015 costs. In addition to the foregoing payments, on or before December 31, 2015, the Township shall distribute to the City, from County Option Income Taxes available to the Township, a one- time payment in the amount of $352,816.00. 14. In the event that the City, based upon actual expenditures, determines that the funds budgeted for Fire Protection will not be sufficient to provide adequate Fire Protection for the year 2015, the City shall notify the Township in writing no later than thirty (30) days prior to the need of additional funding. The City shall provide to the Township actual year-to-date expenditures compared to budgeted expenditures per budget line item. Both the City and the Township shall review these figures to determine whether savings are possible within the total budget or whether an additional appropriation for the year is necessary. If an additional appropriation is mutually found to be necessary, the Township shall, if funds are available, appropriate sufficient funds to pay for its share pursuant to Paragraph 4 above within thirty (30) days. In the event that the Township does not have sufficient funds available in the current year's budget, and the Township is unable to obtain an emergency loan, despite its best efforts, the Township shall include the additional funds needed in the subsequent year's budget and shall promptly pay when funds are then available. The Township shall be entitled to a refund of its pro rata share of any unspent additional funds contributed to the City pursuant to Paragraph 14 in the form of a cash refund as set forth in Paragraph 8 above. 15. In anticipation of a Contract for Fire Protection between the City and the Township in 2016 and to assist the Township in its budgeting process, the City agrees to include the Township in its 2016 budget discussions and send to the Township copies of completed budgets as proposed by the Mayor for the Fire Department and Communication Center by the later of July 1, 2015, or at least seven (7) days before the joint budget meetings, and the final budgets as approved by the Department of Local Government Finance by February 28, 2016, or within thirty (30) days after receipt of final budget approval. All budget meetings shall take place at a location mutually agreeable to the parties. 16. The parties agree that all requests for payments and/or adjustments to payments pursuant to this Fire Contract shall be placed upon a form approved by the Indiana State Board of Accounts and certified according to Indiana Statute with respect to the amount contained therein. 17. This Agreement shall be in full force and effect as of the 1" day of January 2015. and continue through the 31" day of December 2015, provided, however, that the City shall continue to provide the fire protection services set forth above until the next contract for 2016 is negotiated and ratified between the City and the Township or until the Township has retained alternate fire protection. In the event this Agreement is terminated, all jointly owned fire apparatus and equipment shall be divided between the parties in a mutually agreed upon manner 4 2015 Contract For Fire Protection CLAY TOWNSHIP Hamilton County, Indiana Bv: Douallahan, Clay Township Trustee Date: December 15. 2015 CLAY TOWNSHIP BOARD Mary Eckard, Chairm Date: December 15. 701 5 9�f,�c/r Matthew. St ydif'S j etary atic 4 Date: December 15. _015 Paul K. Bolin, Member Date: December 15. 2015 6 2015 Contract For Fire Protection and in proportions equal to the average share of monies contributed by each party in the five (5) prior calendar year immediately preceding the year of contract termination. In the event that the City has provided Fire protection in 2016 and a mutually acceptable contract is not reached between the City and the Township for 2016, the Township shall reimburse the City based upon the same formula utilized in this Agreement based upon 2014 (pay 2015) assessed valuation. IN WITNESS WHEREOF, the parties have hereunto set their hands and seals on the 16n' day of December, 2015. CITY OF CARMEL, INDIANA By and through its Board of Public Works and Safety w ( ` fires Brainard, Presiding Officer ate: December 16, 2015 Mary Ann urke, Member Date: D ember_6 2015 Loratson, Member Date: I ecember 16, 2015 ATTEST: iana Cordray, IM A, Clerk -Treasurer Date: December 16, 2015 5 Sandra M Johns( flnnl ty Clerk Foi