City council reviews $710,000 Mineral Royalty Grant request to replace aging fire engine

City staff told the Sheridan City Council on Jan. 26 that they plan to apply for a $710,000 Mineral Royalty Grant to help replace an aging fire engine and recommended approval of Resolution 02-26.

Heather Kaplinsky, fleet and administrative coordinator, told the council: "So, we're going to submit an MRG application, requesting $710,000 towards that purchase of the next engine." She said Sheridan Fire Rescue has two engines from about 2009 that were rated in a recent master plan as fair to poor and that new apparatus typically have a four-year lead time after procurement.

The request matters because an updated build quote came in at about $1,300,000, Kaplinsky said, and the city must match any awarded Mineral Royalty Grant funds at 100 percent. "Those will fund the match and any additional funds required for the purchase for the engine and currently in this year's budget, $250,000 was already put aside for that next engine," she added. Kaplinsky said the city would rely on general fund dollars and possible GPET funds to meet the match.

In response to council questions, Chad, the fire division chief, explained the condition rating and the timing for replacement. "It's in good shape sitting in the station, but as we're starting to use it more, that's, you know, really, pushes that fair to needing to be replaced more," he said, noting that Engine 2 had been out of service for two months and increased use revealed maintenance problems and back-ordered parts.

Staff also described an opportunity that sped up one replacement: a stock rescue engine built for trade shows became available and the city acquired it, which staff said will allow one engine to arrive this September. Kaplinsky said the other replacement is still expected to require the standard multi-year build schedule unless another stock unit becomes available.

Councilors pressed staff on whether the city would buy from the same manufacturer to keep parts and controls interoperable; the fire division chief said staff would "most likely" stick with the same manufacturer and similar specifications to simplify maintenance and operations.

Fire leaders also warned that the department's 1982 station imposes physical limits on apparatus purchases because low door headers and equipment above the bays restrict the size of vehicles that will fit without modification. The fire chief described past deliveries that could not fit through a bay and said the station footprint narrows the pool of manufacturers whose vehicles will fit.

Staff requested that the council authorize Public Works Director Hans Mercer to act on the city's behalf for matters relating to the grant application. No formal motion or vote on Resolution 02-26 was recorded at the Jan. 26 study session; staff noted the grant application deadline is Feb. 19 and the next funding meeting is anticipated June 18, based on available funding.

Next steps: staff said they will submit the MRG application by the Feb. 19 deadline, refine the budget and procurement plan if the grant is awarded, and proceed with standard procurement timelines for the remaining replacement engine.