MOUNT JOY TOWNSHIP

902 HOFFMANHOMEROAD
GETTYSBURG, PA 17325
JohnGormont, Chairman
DavidUpdyke, Vice Chairman
Bradley Shank, Roadmaster
Gilbert M. Clark
Bradley Trestle
Dennis Bowman
Telephone: (717) 359-4500
Fax: (717)359-9741
E-mail: mtjoytwp@mtjoytwp.us
Monday, Wednesday, & Friday, 9:00 a.m. - 12:00 p.m.
Tuesday & Thursday, 1:00 p.m. - 4:00 p.m.
SusanJ. Smith, Solicitor
WM. F. Hill & Assoc., Inc.
Engineer/SEO
Bruce Hartman, Treasurer
Sheri Moyer, Secretary Cindy Smith, Zoning/Code
Enforcement Officer
August 15,2014
Via Certified Mail - Return Receipt Requested
James Brown, President
Barlow Fire Rescue
2005 Taneytown Road
Gettysburg, PA 17325
RE: Fire and Emergency Medical Services Agreement
Dear Mr. Brown,
The Township presents the enclosed Fire and Emergency Medical Services Agreement for the
provision of emergency services in Mount Joy Township beginning in calendar year 2015.
The Agreement, which is for a period of five years, offers a substantial increase in funding, to be
allocated among the contracting fire companies under the current allocation formula. The
Agreement retains terms for Barlow's submission of current financial information to the
Township. The Agreement does not require the submission of invoiees for reimbursement for
services provided.
The Agreement is available for your consideration and response imtil September 8, 2014. In the
interim, the Township will answer any questions or provide information you need relating to the
Agreement. Please direct your questions to Sheri Moyer, Township Secretary at 717-359-4500,
ext. 307.
Regards,
dbhn Gormont, Chairman
Mt. Joy Township Board of Supervisors
Enclosure
FIREAND EMERGENCY MEDICAL SERVICESAGREEMENT
SettingForth Terms of Agreement between Mt. Joy Township and the
Barlow Fire Company for the Provision of Volunteer Fire Protection and
Emergency Medical Services to and in Mt. Joy Township.
THISAGREEMENT (Agreement) is made by and between MT. JOY TOWNSHIP
(Township) and BARLOWFIRECOMPANY (Fire Company), entities organized and existing in Adams
County, Pennsylvania.
The Township agrees to provide funding for emergency services to the Fire Company,
based on the schedule below, for five years. The total Township funding for emergency services
will be distributed among the volunteer fire companies, which are under contract with the
Township, using the current Township funding formula. The Fire Company agrees to provide
volunteer fire and emergency medical services to the Township in like manner as provided prior
to the Agreement, including utilizing the existing mutual aid system.
A. This Agreement is entered into with and made subject to the terms below:
1. AGREEMENT PERIOD. This Agreement is for a period of five years. The Fire Company
expressly understands that the Agreement will be reapproved by the Township
Board of Supervisors after the first year due to legal limitations on the contracting
authority of the current sitting Board of Supervisors.
2. LEVELOFSERVICE. The Fire Company shall exercise reasonable efforts to respond to a
call for service in the Township, but shall limit response where coverage by another
fire company is adequate for the type of emergency.
3. FUNDING. The Township agrees to allocate funds for emergency services provided by
the Fire Company as follows:
Year-1 $ 90,000
Year-2 $100,000
Year-3 $110,000
Year-4 $110,000
Year-5 $110,000
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Barlow F & EMS Agreement
Effective: 1/1/2015
AT FUNDING DISTRIBUTION. The Township will distribute the funds in equal parts on a
quarterly basis, upon timely receipt from the Fire Company of (a) quarterly financial
reports; (b) monthly response reports from the Fire Company; and (c) the profit and
loss statement for the quarter in which due. In the event that the prior quarter's
monthly response reports or the quarterly financial report are not provided on time,
the quarterly funds disbursement will be delayed a period of time equivalent to the
delay in the submission of the reports.
5. MONTHLYRESPONSE REPORT. The Fire Company shall provide a monthly response
report to Township. The monthly response report shall identify each response by
date, type of response and location.
6. QUARTERLYFINANCIALREPORT. The Fire Company shall provide a quarterly financial
report to the Township. The quarterly financial report shall be submitted to the
Township on or before the 15th of the following month. The quarterly financial
report shall include:
(i) Quarterly balance sheet (revenue and expense reports)
(ii) Projected revenue and expenses for the next quarter
(ill) Fire Company plans for spending for any capital purchases (such as
equipment and real estate). Submission to the Township, prior to the
purchase being made, allows the Board of Supervisors to be kept informed
about the Fire Company's capital expenditures. This is not intended to be for
the approval or rejection of the Fire Company's expenditures; it is so the
Board of Supervisors is aware of the Fire Company's financial needs.
7. Profit and Loss Statement. The Fire Company shall provide its yearly financial
accounting (Profit and Loss (P&L) statement) to the Township by the 3r* day of July.
8. 990 Tax Filing. The Fire Company shall provide the annual 990 Tax Filing to the
Township. The 990 Tax Filing shall be submitted to the Township on the due date
that such report is due by law to be filed.
Barlow F& EMS Agreement
Effective: 1/1/2015
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9. Annual Financial Budget. The Fire Company shall provide a copy of its annual
budget to the Township by the 1^ of December of each year.
10. ANNUALMEETING. The Fire Company shall meet annually with the Township Board of
Supervisors (between June-August). The meeting will be held at a mutually agreed
upon location.
11. SEMI- ANNUALMEETING. The Fire Company shall meet with the Township's safety
committee semi- annually. The meeting will be held at a mutually agreed upon
location. The Fire Company shall provide status/plans and related information etc. to
the Township at these meetings.
B. AMENDMENT. This Agreement may be amended or modified only in writing executed by
each of the parties.
C. DISPUTE RESOLUTION. The Township and Fire Company agree that if, at any time, a
dispute shall arise between them concerning the terms or performance of this Agreement, the
dispute shall be set forth in writing and each party shall make a good faith effort to resolve the
dispute in informal face-to-face discussions for a period of 45 days. If informal resolution Is
not successful, the dispute shall be submitted to a committee of the Township and Fire
Company for resolution for a period of 30 days. If such committee and the Fire Company are
unable to obtain a resolution of the dispute, the Township and Fire Company may either refer
the dispute for resolution to mediation or proceed with available legal or equitable actions.
D. INABILITYTO PROVIDE SERVICES. This Agreement shall expire upon the Fire Company's
merger, dissolution or inability to serve, for any reason.
E. ENTIRE AGREEMENT. This Agreement contains the entire understanding between the
Township and Fire Company.
F. EXECUTION. This Agreement may be executed in two counterparts, each of which shall be
considered to be an original.
G. EFFECTIVE DATE. This Agreement shall become effective January 1, 2015.
Barlow F & EMS Agreement
Effective: 1/1/2015
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IN WITNESSWHEREOF, the Township and the Fire Company have caused this Agreement to
be executed all as of the day, month and year first written above.
Approved by the Board of Supervisors and signed on its behalf this day of
2014 by:
Chairman, Board of Supervisors
Mt Joy Township
ATTEST:
Secretary, Mt. Joy Township
(TOWNSHIP SEAL)
Signed this day of , 20147 by the following Barlow Fire Company
Officers:
President Fire Chief
Barlow F& EMSAgreement
Effective: 1/1/2015
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