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HomeMy WebLinkAbout11.05.84 Council Packet AGENDA COUNCIL MEETING REGULAR NOVEMBER 5, 1984 1. CALL TO ORDER 2. APPROVE AGENDA 3. APPROVE MINUTES a. October 15, 1984 4. CITIZENS COMMENTS 5. PUBLIC HEARINGS 6. PETITIONS, REQUESTS AND COMMUNICATIONS 7. ORDINANCES AND RESOLUTIONS a. Resolution Opposing the Diversion of MnDOT Funds from I35E and I494. b. Resolution Concerning PERA. c. Ordinance Amending Title 1-10 relating to Mayor and Council Salaries. 8. UNFINISHED BUSINESS a. Discuss Ambulance Service Agreement. b. Administrative Employment Agreement. c. Sewer Flows, Charges and Billings. 9. NEW BUSINESS a. Capital Outlay Purchase - Outdoor Ice Resurfacer. b. Interim Agreement for Building Inspection Services - Cannon Falls. 10. MISCELLANEOUS a. Proposed Procedures for Rescue Squad Service. 11. CONSENT AGENDA a. Approve Setting a Special Meeting of the Council to sit as Canvassing Board to Accept Results of the Election for November 7, 1984. b. Approve Adoption of Proclamation - Operating Room Nurses Day. c. Approve Audit Engagement Letter. d. Approve Election Judge Substitution. e. PERA Group Life Insurance Program. f. Approve Capital Outlay Purchase - Police Department - 4 Chairs. g. Approve Capital Outlay Purchase - Street Department - Chassis Lubrication Pump. h. Approve Driving School Attendance - Police Department. i . Approve List of Bills. 12. ADJOURN THE AGENDA IS CLOSED OUT AT NOON ON THE TUESDAY PRECEDING THE MEETING. 13. a. Approve specifications and authorize call for bids for sweeper. b. Rental of Building for Storage Purposes. MEMO TO: MAYOR AND COUNCILMEMBERS SUBJECT: AGENDA ITEMS DATE: OCTOBER 31, 1984 7a. Memo and resolution enclosed. b. Memo, resolution and information enclosed. c. Memo sent previously. Memo from attorney and Ordinance enclosed. 8a. Memo from Apple Valley enclosed. As you may note, I will be attending a meeting Friday morning to discuss the ambulance service agreement. I will update you as information is obtained. b. Information sent previously. c. Information sent previously. Memo from Wayne Henneke enclosed. 9a. Request and memo enclosed. b. Cannon Falls has secured the services of another building inspector, so this item can be deleted from the agenda. 10a. Policy enclosed. I have met on a number of occasions with the rescue squad and Fire Chief to discuss the matter. I plan to meet with Greg Thelen and Stan Whittingham on Friday, after which I will forward you a memo. Also, Mr. Thelen will draft a memo listing a proposed timetable and financial needs. lla. Explained on agenda request. b. Explained on agenda request. c. Memo from Wayne Henneke enclosed. d. Memo enclosed. e. Memo from Wayne Henneke enclosed. f. Request enclosed. g. Request enclosed. h. Request enclosed. i . Copy enclosed. 13a. Information enclosed. tr4—* ". Larry ompson City Administrator LT/mh AGENDA REQUEST FORM ITEM NO. --1e, NAME: Larry Thompson DEPARTMENT: Administration DATE: 10/18/84 MEETING DATE: 11/05/84 CATEGORY: Ordinances, Resolutions SUBJECT: Amending. Title 1-10 relating to Mayor and Council salaries. EXPLANATION: Reduce Mayor's salary from $260/month to $205/month as per 1985 Operating Budget. REFERENCE MATERIALS/RESPONSIBILITY: Explanation - Ordinance - Larry Thompson REFERRED TO: (NAME) DEPARTMENT: Larry Thompson Administration SIGNATU Cn4r ITYOF f = - 4.074-a-,zinieujektv OF),- - _ . •. 325 OAK STREET • FARMINGTON, MINNESOTA 55024 • 463-7111 (Area Code 612) October 18, 1984 Mr. Larry Thompson 325 Oak Street Farmington, Minnesota 55024 RE: Mayor and City Council salaries Dear Larry: I have reviewed Minnesota Statute and the City Code as it relates to salaries of elected officials as well as the requirements establishing the effective date of ordinances. With reference to the questions of salaries, the following Minnesota Statute is to be considered. 415.11 . Cities of second, third and fourth class, salaries of governing body Subdivision 1 . Nothwithstanding the provisions of any general or special law, charter, or ordinance, the gov- erning body of any statutory or home rule charter city of the second, third or fourth class may by ordinance fix their own salaries as members of such governing body, and the salary of chief elected executive officer of such city, in such amount as they deem reasonable. Subdivision 2. No change in salary shall take effect until after the nextsucceeding municipal election. My interpretation of this Statute would be that if an ordinance were passed prior to November 6, 1984,changing the salaries of the member of governing body, such change could be effective as of November 7, 1984, or any date thereafter as set by the Council . With reference to the question of the effective date of an ordinance, I am setting forth the pertinence language of Minnesota Statute. Page 2 421 .191 . Members; powers, duties Subdivision 1 . Composition of city council . The city council in a standard plan city shall consist of the mayor, the clerk, and the three councilmen. In optional plan cities, except those cities having a larger council under section 412.023, subdivision 4, the council shall constitute a quorum although a smaller number may adjourn from time to time. Subd. 4. Enactment of ordinances. Every ordinance shall be enacted by a majority vote of all the members of the council except where a larger number is required by law. It shall be signed by the mayor, attested by the clerk and published once in the official newspaper. If the city council determines that publication of the title and a summary of an ordinance would clearly inform the public of the intent and effect of the ordinance, the council may by a four-fifths vote of its members direct that only the title of the ordinance and a summary be published with. notice that a printed copy of the ordinance is available for inspection by any person during regular office hours at the office of the city clerk and any other location which the council designates. A copy of the entire text of the ordinance shall be posted in the community library, if there is one, or if not, in any other public location which the council designated. Prior to the publication of the title and summary the council shall approve the text of the summary and determine that it clearly informs the public of the intent and effect of the ordinance. The publishing of the title and summary shall be deemed to fulfull all legal publication requirements as completely as if the en- tire ordinance had been published. The text of the summary shall be published in a body type no smaller than brevier or eight-point type, as defined in section 331 .07. Proof of the publication shall be attached to and filed with the ordinance. Every ordinance shall be recorded in the ordinance book with- in 20 days after publication of the ordinance or its title and summary. All ordinances shall be suitably entitled and shall be substantially in the style. " The City Council of ordains: I am of the opinion that an ordinance can be effective prior to publication. This opinion is reinforced by an opinion of the Minnesota Attorney General , 441-H March 10, 1970, which provided that a ordinance adopted would' not be uninforcable by reason of lack of publication of the ordinance following adoption. I am presuming, however, that the ordinance was subsequently published. Examination of the Farmington Code does not specify that an ordinance must be published before it is effective. This does not prohibit the council , if it should so choose, to make an effective date the same as that of publication, or such other date as it deems appropriate. Page 3 In view of existing State Statute as well as the provisions of the Farmington City Code, I am of the opinion that the Farmington City Council November 5, 1984, could amend Title One, Chapter 10, Section 1 of its code and change the salaries of its elected officials in any amount as they deem reasonable, provided the effective date of said changes shall not take effect until after November 6, 1984. Sincerely, — G.M. Gorgos Farmington City Attorney GMG/ema PROPOSED ORDINANCE NO. CITY OF FARMINGTON DAKOTA COUNTY, MINNESOTA AN ORDINANCE AMENDING TITLE I OF THE FARMINGTON CITY CODE RELATING TO COUNCIL SALARIES THE CITY COUNCIL OF FARMINGTON, MINNESOTA, ORDAINS AS FOLLOWS: SECTION I: Title 1, Chapter 10 of the Farmington City Code is hereby amended by adding (underlined) and deleting (struck) as follows: 1-10-1: SALARIES: The monthly gross salaries for Mayor and Council shall be as follows: Mayor $258788 $205.00 per month Councilmembers $205.00 per month 1-10-2: EFFECTIVE DATE: The above salaries shall become effective January 1, • 1985. SECTION II: After adoption, signing and attestation, this ordinance shall be published once in the official newspaper of the City and shall be in effect on November 5, 1984. Enacted and ordained this 5th day of November, 1984. ATTEST: CITY OF FARMINGTON CLERK MAYOR Approved as to form this day of , 1984. City Attorney Published in the Dakota County Tribune newspaper on the day of , 1984. r "- AGENDA REQUEST FORM ITEM NO. __SAI NAME: Larry Thompson DEPARTMENT: Administration DATE: October 29, 1984 MEETING DATE: November 5, 1984 CATEGORY: Unfinished Business SUBJECT: Ambulance Service Agreement EXPLANATION: Action tabled from previous meeting REFERENCE MATERIALS/RESPONSIBILITY: Explanation - Larry Thompson REFERRED TO: (NAME) DEPARTMENT: Larry Thompson Administration Stan Whittingham Police Gretchen Dahlen Ambulance Advisory Committee SIGNATUit, 1 0000 (CT 2 9 1984 000 SO 000 City of GI3 14200 Cedar Avenue S. Telephone 612-432-0750 va ey Apple Valley, Minnesota 55124 October 26, 1984 Mr. Eric Pousard Divine Redeemer Hospital 724 19th Avenue N. South St. Paul, MN 55075 Dear Eric: On 10-23-84, you confirmed to me, be telephone, that Divine Redeemer will enter an agreement with the South Cities whereby Divine Redeemer will provide one vehicle ALS ambulance service for the entire South geographic area. This option was discussed in a meeting at the hospital on 9-28-84. It is under- stood that Divine Redeemer's willingness to be the "first responder" to all of South is conditional upon the City of Burnsville being willing to enter an agreement whereby they will be the "second responder" to all of South, subject in both cases to the availability of equipment and personnel to make the re- sponse. In effect, we would have a "Mutual Aid" agreement with Burnsville in which the frequency of Mutual Aid responses will be that of a "secondary responder". Of course, South and Divine Redeemer have yet to enter an agreement and South- Divine Redeemer-Burnsville need a written agreement also. Absent the written agreements, Divine Redeemer, pursuant to their 9-24-84 letter, will commence one (1) vehicle service to the South cities effective 11-1-84. Mr. Spore has informed me that he believes the Burnsville Council will approve a South Mutual Aid Agreement with Burnsville being a "secondary responder". By 11-2-84, it is my hope that the wording of the two (2) agreements can be agreed to by all, subject to approvals by the City Councils. Burnsville, Lakeville, and Farmington Councils could then consider them on 11-5-84 and Apple Valley on 11-8-84. To review the two agreements that I am drafting, I am scheduling a meeting at the Apple Valley City Hall for 9:30 A.M. on 11-2-84. All persons receiving this letter are requested to attend. Unme of the AAinnecnta 7nn{nninal narrlan Mr. Eric Pousard October 26, 1984 Page 2 Today, Mr. Spore agreed that, effective 11-1-84, Burnsville will provide "Mutual Aid" service to the South Cities whenever requested by Divine Redeemer until a final decision is made by the Burnsville Council. He will be confirm- ing this with a letter to you. Sincerely, CITY OF APPLE VALLEY Richard G. Asleson City Administrator RGA/jf xc: James Spore P)..trick McGarvey I./tarry Thompson t MEMO TO: MAYOR AND COUNCILMEMBERS SUBJECT: AMBULANCE SERVICE AGREEMENT DATE: NOVEMBER 2, 1984 I have enclosed with your agenda information a letter from the Apple Valley City Administrator to Divine Redeemer outlining the status of the Ambulance Service Agreement. The letter is relatively self-explanatory. I met with representatives of Apple Valley, Lakeville and Divine Redeemer this morning to discuss the agreements which are referred to in Mr. Asleson's memo. Generally, the concept of one ambulance servicing the entire geographic area, with a mutual aid agreement is acceptable. The major • stumbling block is how costs are to be estimated and allocated, verification of costs and revenues, and if the contract should be based on actual costs or estimated costs. We will meet again next Friday to discuss the matter, at which time Divine Redeemer has indicated it will have a more detailed breakdown of costs and revenues. This item has been placed on the agenda for general discussion purposes. I will answer any questions you may have. Larr hompson • City Administrator LT/mh cc: Gretchen Dahlen file AGENDA REQUEST FORM ITEM NO. St) NAME: Larry Thompson DEPARTMENT: Administration DATE: 10/16/84 MEETING DATE: 11/05/84 CATEGORY: Unfinished Business SUBJECT: Administrative Employment Agreement EXPLANATION: Tabled from 10/15/84 meeting REFERENCE MATERIALS/RESPONSIBILITY: Sent previously REFERRED TO: (NAME) DEPARTMENT: Larry Thompson Administration SIGNATU' F AGENDA REQUEST FORM ITEM NO. , a) NAME: Larry Thompson DEPARTMENT: Administration DATE: September 20, 1984 MEETING DATE: October 1, 1984 CATEGORY: Miscellaneous SUBJECT: Employment Agreement - Administration EXPLANATION: Consider approving employment agreement between City and_Administrator. REFERENCE MATERIALS/RESPONSIBILITY: Proposed Agreement - explanation - Larry Thompson REFERRED TO: (NAME) DEPARTMENT: Larry Thompson Administration SIGNATU (T'4°;/ MEMO TO: MAYOR AND COUNCILMEMBERS SUBJECT: EMPLOYMENT AGREEMENT - ADMINISTRATOR DATE: SEPTEMBER 26, 1984 When I was hired on March 15, 1983, I entered into the attached agreement, specifying the terms of employment. At the time, I felt such an agreement would be sufficient because I felt comfortable with the City Council , and I was a relatively untested candidate. After approximately 18 months of em- ployment, I still feel comfortable working with the City Council , and am extremely satisfied with the position. I would however, like the City Council to consider entering into a new em- ployment agreement further defining the terms and conditions of employment, and enhancing the stabilization of my position for the following reasons: (1) I have been employed by the City of Farmington, and based upon comments received by individual Councilmembers, staff and the general public, feel that my job performance has been above average. (2) While I feel comfortable working with the present Council , the makeup could possibly change. The possibility does exist that a person may run for Council on a single issue. While I may not have been remiss in my duties, my position may have been directly opposed to that person's position which might affect the person's attitude towards me. As you are aware, I serve at the Council 's pleasure is not absolute (there must be cause) the termination clause would help to stabilize my employment, and offer additional security. (3) The agreement would further clarify, in writing, basic understandings I presently have with the City Council , which could be misinterpreted or not acknowledged by future Councils. The major changes which would affect my present status are as follows: (1termination - 60 working days paid if terminated by the Council . (2) Severance - 50% of accumulated sick pay. Presently 25% after 5 years and 50% after 10. (Present potential liability would be 9 days or $1,090.38) (3) Conferences - Would guarantee me the right to attend the League of Minnesota annual conference and the ICMA conference. No guarantee at present. (4)- 10 100% reimbursement.of all expenses including tuition upon p pproval by Council . Presently 50% of tuition plus expenses. The contract is based on a standard form used by the ICMA. I am presenting this proposal to be considered by you during by annual review. e%g" Ige/ Lar hompson / cc: file Cit Administr or LT/mh OFFER OF EMPLOYMENT TO: LARRY J. THOMPSON DATE: FEBRUARY 10, 1983 The City of Farmington hereby tenders to you the following offer of employment. Acceptance is requested, in writing, no later than February 20, 1983 The terms and conditions of this offer are: 1. Job Title City Administrator 2. Job Classification Class I 3. Job Status • Permanent Full-Time 4 . Probation 1 year 5. Starting Date March 15 , 1983 6. Starting salary $30,000 7. Salary increases 3% upon completion of probation 8. Fringe Benefits As attached. 9. Expenses Submit moving expenses for possible. reimbursement . 10. Dues and Subscriptions To be considered on individual rellie$ t hasic - (.( / Aayor Date City of Farmington I hereby accept your above offer of employment and the terms and conditions thereof. Signa. - MM•«•te• /y./77:3 Date. 7/ • BENEFITS 1 . Comp Time 1 :1 Ratio for hours over 48 80 maximum accumulation 2. Sick Leave Conversion 5 years service - 25% accrued sick leave 10 years service - 50% accrued sick leave 3. Tuition Refund 50% of tuition. Prior Counneedecil d. 4 . Group Insurance $10, 000 term life ; standard medical . 5. Mileage $100/mo. + 18 /mile outside metro area. 6. Vacation Leave 0 - 5 years = 10 days 7 . Holidays 11 days 8 . Sick Leave 1 day/month accrual ; 120 days maximum accumulation 9. Funeral Leave 3 days • r EMPLOYMENT AGREEMENT THIS AGREEMENT made and entered into this day of , by and between the City of Farmington, State of Minnesota, a municipal corporation (hereinafter called the "City") and Larry Thompson (hereinafter called "Employee"). WITNESSETH: WHEREAS, the City desires to continue to employ the services of said Larry Thompson in the position of City Administrator as said position is described in the City Code; and WHEREAS, it is the desire of the City to provide certain benefits, establish certain conditions and terms of employment of Employee; and WHEREAS, it is the desire of the City to (1) retain the services of Employee and to provide inducement for him to remain in such employment, (2) to make possible full work productivity by assuring Employee's morale and peace of mind with respect to future security, (3) to act as deterrent against malfeasance or dishonesty for personal gain on the part of the Employee, and (4) to provide a just means for ter- minating Employee's services at such time as he may be unable to fully discharge his duties due to age or disability or when City may desire to otherwise terminate his employ; and WHEREAS, Employee desires to continue his employment as City Administrator of said City. NOW THEREFORE, in consideration of the mutual covenants herein contained, the City and Employee agree as follows: SECTION I DUTIES City hereby agrees to continue to employ said Larry Thompson as City Administrator to perform the functions and duties specified in the City Code and to perform such other legally permissible and proper duties as the City Council may from time to time assign. SECTION II TERM Except as stated in this Agreement: A. Nothing shall prevent, limit or otherwise interfere with the right of the City Council to terminate the services of Employee at any time; and B. Nothing shall prevent, limit or otherwise interfere with the right of the Employee to resign at any time. 4 SECTION III TERMINATION AND SEVERANCE PAY A. In the event the Employee is terminated by the City, the City agrees to pay Employee a lump sum cash payment equal to sixty (60) working days' salary based on the salary of the Employee in effect when hotice of termination is given by the City. Said amount shall be payable in addi- tion to any other salary due Employee pursuant to Section X (C) of this Agreement and, at the option of Employee, shall be paid on the effective date of termination or on January 2nd of the following calendar year. B. Employee may, at his option, be deemed "terminated" within the meaning and context of Section III, paragraph A, of this Agreement upon occurrence of any of the following: (1) If the City, at any time, reduces the salary or other financial benefits of Employee in a greater percentage than an across the board reduction for all City employees. (2) If the City refuses, following written notice, to comply with other provisions of this Agreement benefiting or affecting the Employee. (3) If the Employee resigns following a suggestion, whether formal or informal , by three-fifth's (3/5) of the City Council that he resign. C. In the event Employee voluntarily resigns his position with the City, Em- ployee shall provide the City thirty (30) days' written notice in advance and Employee shall not be eligible for severance pay as called for in this Agreement. D. In the event that the Employee is •terminated from his position with the City for an act or actions for which he is convicted of a crime under the ordinances of the City of Farmington or the laws of the State of Minnesota, r2�. r c. i v1 , he shall not be eligible for m as called for in this Agreement. SECTION IV SALARY City agrees to pay Employee, for services rendered pursuant to this Agreement, .an annual base salary of $3 (15-r-c) effective January 1, 1984 in installments at the same time as other employees of the City are paid. In addition, City agrees to ad- just the base salary and other benefits of Employee at such intervals and to such 4 extent as the City Council may deem appropriate; provided, however, that considera- tion of such adjustments shall be at least once each twelve (12) months commencing October 1, 1984. The amount of annual base salary shall be subject to a memorandum of agreement be- tween the City and the Employee for each succeeding year commencing January 1, 1985 and consecutively thereafter. If the City and the Employee shall reach a separate memorandum of agreement concerning the annual base salary, then all other provisions of this contract shall remain in full force and effect. If, however, the City and the Employee do not reach an agreement on the amount of annual base salary, then this entire Agreement shall be subject to review and renegotiation by both the City and the Employee; provided, however, that during the time of said review and re- negotiation that all of the terms, conditions and covenants of this Agreement and subsequent memorandums of agreement shall remain in full force and effect. SECTION V HOURS OF WORK A. It is recognized that Employee must devote a great deal of time outside normal office hours (48 hours weekly) to the business of the City, and to that end, Employee shall be allowed to take reasonable compensatory time off as Employee shall deem appropriate during said normal office hours. B. Employee shall not spend more than eight (8) hours per week (not to exceed 208 hours annually) during normal office hours in teaching, consulting or other non-City connected business without the express prior approval of the City Council . SECTION VI AUTOMOBILE It is recognized that Employee's duties require the use of an automobile at all times during his employment by the City. Said automobile shall be furnished by the Employee subject to agreement between Employee and the City as to a monthly car allowance amount, with the Employee then providing for all costs of its operation, including proper insurance coverages. In this event, the monthly allowance shall be the sole reimbursement to Employee for automobile travel within the State of Minnesota. SECTION VII DUES AND SUBSCRIPTIONS City agrees to budget and to pay the professional dues and subscriptions of Employee necessary for his continuation and full participation in national , regional , state and local associations and organizations necessary and desirable for his continued professional participation, growth and advancement and for the good of the City. ii SECTION VIII PROFESSIONAL DEVELOPMENT A. City hereby agrees to budget and to pay the registration, travel and sub- sistence expenses of Employee for professional and official travel , meetings and occasions adequate to continue the professional development of Employee and to adequately pursue necessary official and other functions for the City, including but not limited to the Annual Conference of the International City Management Association, the League of Minnesota Cities and such other national , regional , state and local government groups and committees thereof which Employee serves as a member. B. City agrees to budget and pay the registration, travel and subsistence ex- penses of Employee foulf.17isvEwl institutes and seminars tha ar er-e-k'f necessary for his continued professional development and for thea of the '"` City; provided, however, that attendance at said events shall require the express prior approval of the City Council . crL 1= 64'--,\e-3'1±" Sh-c ( "'°'t e-`1'* if S �.�c�r e ,�,G•,c a ,.,o ,� CoC.le_u¢_ e. yr �'- `���'-'^ c.°:^ p�,n ar�Ua.rG2, c 62�z rf' Jt ,k, Ltd - SECTION IX GENERAL EXPENSES City recognizes that certain expenses of a nonpersonal and generally employment re- lated nature are incurred by Employee and hereby agrees to reimburse or pay- all actual and necessary employment related expenses in the manner provided for City employees generally. SECTION X FRINGE BENEFITS A. In addition to the specific provisions covered in this Agreement, Employee shall be entitled to all other employment benefits provided to full time City employees by law, ordinance or resolution. This section refers to, but is not limited to such things. as holidays, vacation leave, sick leave, compensatory time, group hospitalization and participation in any general employees' retirement system. B. Employee has been employed by the City since March 15, 1983, and this Agreement shall not affect vacation leave or sick leave balances previously accrued, but unused as of the effective//// date of this Agreement. 4a 1 e(.4,),,s C. Accrued vacation leave, t and compensatory time shall be paid to Employee whether employment terminates either pursuant to Section II, paragraph A, or Section II, paragraph B of this Agreement. 14e�""� $/CIRC (Q ve s1- /f 6 �� SC O r'�.� �c> ' lt t° W tip "S cu 4.c r * aur-ggvyo✓` 4; .S.¢_cfi 1L ,a,ra jr r art `' 2�fv�P r ,p a,s.,,,--2,...f t --fie- >e - -l-L �/ J Y"6.,, a_ r Lem eh 7', lr • a SECTION XI GENERAL PROVISIONS A. The City Council shall fix any such other terms and conditions of employ- ment as it may determine from time to time relating to the performance of Employee, provided such terms and conditions are not inconsistent with or in conflict with the provisions of this Agreement, resolutions or ordinances of the City, or any other law. B. The text herein shall constitute the entire agreement between the parties. C. This Agreement shall be binding upon and inure to the benefit of the heirs at law and executors of Employee. D. This Agreement shall become effective commencing E. If any provision, or any portion thereof, contained in this Agreement is held to be unconstitutional , invalid or unenforceable, the remainder of this Agreement, or portion thereof, shall be deemed severable, shall not be affected and shall remain in full force and effect. IN WITNESS WHEREOF, the City of Farmington has caused this Agreement to be signed and executed in its behalf by its Mayor, and duly attested by its Deputy City Clerk, and the Employee has signed and executed this Agreement, both in duplicate, the day and year first above written. CITY OF FARMINGTON Larry Thompson, Employee Patrick Akin, Mayor G.M. Gorgos, City Attorney Karen Finstuen, Deputy City Clerk AGENDA REQUEST FORM ITEM NO. / 0a., NAME: Larry Thompson DEPARTMENT: Fire Department DATE: 10/22/84 MEETING DATE: 11/05/84 CATEGORY: Miscellaneous SUBJECT: First Responder Service EXPLANATION: Presentation by Fire Department of proposed procedures and protocol for rescue squad service. REFERENCE MATERIALS/RESPONSIBILITY: Policies - Fire Department REFERRED TO: (NAME) DEPARTMENT: Larry Thompson Administration Dave Pietsch Fire Dirk Rotty Fire Stan Whittingham Police SIGNAT so MEMO TO: MAYOR AND COUNCILMEMBERS SUBJECT: FIRST RESPONDER/RESCUE SQUAD DATE: NOVEMBER 2, 1984 I have reviewed the rescue squad proposal with Fire Chief Dave Pietsch, Captain Greg Thelen and Police Chief Stan Whittingham, and have the following comments. I feel that based on the data collected by the Ambulance Advisory Committee and discussions regarding the Ambulance Service agreement, there appears to be a need to supplement existing ambulance service. Regardless of the out- come of the ambulance service agreement, odds are that the ambulance will be stationed at Apple Valley #1, which would mean a 15 minute response time to southern areas of Farmington. It is also hoped that the rescue squad would respond to and be supported by the Townships as an extension to the Fire Service Contract. I am planning to set a joint City/Township meeting to discuss fire service contracts, at which time this matter will also be discussed. I do have some concerns which have been addressed by Mr. Thelen. First, it seems a bettersystem could be devised than having all available personnel respond, and paying that response. Mr. Thelen has indicated that it was set up this way because it is uncertain who will respond and when. Once it is determined when people are responding, the policy could be changed to limit the number of people responding to each call . Second, I have some concerns as to how this service will impact the fire service. As mentioned in the policy, there are provisions for review. I feel that this service would require careful monitoring on an ongoing basis. • Larry mpson City ministrator LT/mh cc: Dave Pietsch Stan Whittingham Greg Thelen file ; mureir DigpARTNENT Established 1880 ( 0' , 325 Oak Street Farmington,Minnesota 55024 v moi.. November 2, 1984 TO: Larry Thompson City Administrator Enclosed find policy and budget proposals for the Farmington Fire Department Rescue Squad . On November 1 , 1984 a 4" �l � - ire „,completed their First Responder Trainin z. £� �F'� � whoeaand uarai � ' it 4 l ` s fifteen firefighters respond ted , We are present14 w �` andde . , rocedure and Medical Protocals . We a ape W tr hes 14 � i I will send you t 7 to 10 days and copy” � � �: �� � ate : 44, Costs for be inn g g oper�i� �' ,�i ���� �de fi $770 . for con s'!bn tof 14 ptgers ° f du call capabilities . loos o$1495 . for cove lls go be 'worn who urn4off ® t gear is not practical* and $200 . for misce nevus suppl� :44,P� New , fi $1465 . Total start . costs We have also applied for a Cost Sharing Grant from Dakota County EMS for three pieces of equipment . If approved , cost to the city will be $ 228. 62. We will be going over new procedures with rescue personnel through- out the month of November and we feel we will be ready to begin answering calls on December 1 , 1984 . Greg Thelen A Do A Co) _ EEC FF' ome .. ... .r._r.- ' '+..i+ I?+:+y ,...s `i' -,.... ...„ . ,^#r ?! ,« 1 a i . Y-4:3---- -art. t ROD BOYD, SHERIFF66 �'RI� _ 440 ` r� rr 410311. A ' . P. O. BOX 247 • HASTINGS, MINNESOTA 55033 • (612) 437-421 1 / - October 19, 1984 Dan Thelen Farmington Fire Department Farmington, MN 55024 Dear Dan: The purpose of this letter is to respond to your recent request for . • information regarding whether the Sheriff's Department could use the f assistance of a Rescue Squad in the unincorporated areas of the county served by the Farmington Fire Department. ! i I . As Chief Deputy Thul advised you on the telephone last week, the Sheriff's Department would request the assistance of a Farmington Fire Department Rescue i ! Squad, if one were available, for medical emergencies or accidents to which a deputy responds. In some emergency situations the response of a rescue squad, with specialized equipment and additional manpower, would be of considerable help to our deputies, as well , of course, to the victim. In life-threatening medical emergencies, such as heart attacks, or serious automobile accidents with several injured victims, some of which, perhaps, require extrication, a well- equipped, and properly trained rescue squad could be very helpful . There are several fire department rescue squads now serving areas of the County that respond with us to emergencies, and if one were available from Farmington we would also call that one for assistance. If the City of Farmington does create such a service, I would request that we be notified, so that the Sheriff's Department can have some input into the creation of the callout procedures to the unincorporated areas of Dakota County. Sinc ely, 4 : c1/4:2gi? Rod Boyd, Sher ff DAKOTA COUNTY HERIFF'S OFFICE RB/bz FARMINGTON FIRE DEPARTMENT RESCUE SQUAD POLICY PURPOSE The purpose of the rescue squad is to aid the victim of serious illness or accident until more advanced aid can be obtained . They will also assist the police department as necessary to free them to perform police functions . RESPONSE The dispatcher should page the rescue squad to motor vehicle accidents where at least one caller indicates that injuries are present and to reported heart attacks . In other events where the presence of injury or the seriousness of the call is uncertain, the ranking police officer will decide if the rescue squad should be paged. The ranking police officer or dispatcher will determine the response code for the rescue squad. The ranking police' officer may also order a full cancel of rescue personnel at any time before their arrival at incident scene. The first responding rescue truck will be 4797 (Fire Depart- ment equipment truck) . A full compilment on this truck will be six ( 6) persons . (With more experience this number may be reduced to four ( 4) . This truck may respond with less than a full compilment after a specified period of time. At no time will less than two ( 2) men respond . Additional trucks will be dispatched only at the request of the ranking police officer or rescue captain and/or team leader . No additional truck will be allowed to respond with less than a minimum compilment . If enough rescue personnel are not present to fully man trucks, the fire department will be paged . (At present , the full fire department responds to all calls requiring fire supression or extrication . ) All responding firefighters will be paid at normal fire department wage. All personnel will be discouraged from responding in non- emergency vehicles . No personnel will respond to a rescue call if they have been consuming alcohol or controlled substance within the last eight (8 ) hours , prior to a call . RESCUE SQUAD - POLICY Page 2 COMMAND Command of the rescue squad will be by the rescue captain. This person will be appointed by, and answerable to the Fire Chief. He will be responsible for the operation of the rescue squad and will share command with the ranking police officer at all rescue incidents . The fire/rescue captain will be one of the three captains now designated for the fire department . He will be assisted by three ( 3) team leaders . Team leaders will take the place of the rescue captains in his absence, but will not be fire officers . * MEDICAL CONTROL Sanford Hospital has agreed to provide medical control and advice through their Emergency Department. Communications will be by telephone. (If radio equipment becomes available in the future , it could be installed in their emergency department, for our benefit. ) Sanford Hospital and the rescue squad will jointly select a medical advisor. His function will be to review medical per- formance and oversee training. TRAINING No firefighter will be allowed to respond to rescue calls unless he holds a current First Responder, Advanced First Aid , or EMT Certificate. Classes for new personnel and recertification for present personnel will be provided. Training sessions will be held once per month and will be in addition to regular fire department training. "-$UDGET Monies necessary for operation of the rescue squad will be provided by the fire department through normal budget procedures . Separate records will be kept for all expenses involving rescue . *Fire officer is defined as the Fire Chief, Asst. Fire Chiefs, and Fire Captains • t• RESCUE SQUAD - POLICY Page 3 REVIEWS Critical reviews of rescue operations will be conducted after three ( 3) months , six ( 6) months and one ( 1 ) year . Review will be conducted by RescuueCaptain, Fire ief, Police Chief, and City Administrator re GOALS 1 . The fire department presently has thirteen ( 13) fire- fighters trained as First Responders and three ( 3) trained as EMT' s . After two (2) years we would like to see these numbers increase to sixteen ( 16) First Responders and four ( 4) EMT' s . As numbers increase it may be possible to page selectively, thus decreasing wages . 2. Although the present rescue truck is adequate , it is in need of replacement. When this truck is replaced, consideration should be given to a dual purpose truck. 3 . First Aid equipment we now have is very basic . Most of it , while in generally good repair is outdated . It is hoped that this equipment could gradually be replaced with more modern equipment, better suited to new training levels . Most of the First Aid and extrication equipment we now have has been donated to the fire department by various Civic Organi- zations and individuals . This may again be possible through fund raising events , and County, State or Federal Grants . • !I \' (. i s 1p�, �' ^J DERniss,, ,_, Ir - Established Established 1880 ;I 325 Oak Street t= omr+r .. - .: ;, Farmington, Minnesota 55024 .. :ft, .1t. is t" F:: L r•' t 9-20-1984 t:: r.. . Larry; „, ' These figures "'rte cost estimatesfor begin ng rescue squad operations. We ars:.-} estimating, some-.of -he f igurs based on previous data. Thi` actual costs of iese. areas .11 depend on rthe number of call we 'respond ;to in a, ygiven ,per .od of time. ::: �.. Any advise on 'prepating this fa�` the council would be greatly appreciated;:, «: ti &". We are in the 'process .of, writing a standar operating .. procedure and will be meeting= with-StanWhittingham on Tuesday September 25, 1984, at `"6":x30 pm to work on it. lease feel free to attend and offer suggestions L y ' y Thank You. _- ':'... ,,,,,,, tg. '- ... _ H . 44 F.:: Sincerely, FFD Rescue Squad Committee: Dan Thelen Denny Pepera _... Greg Thelen Dirk Rotty , ,_ , ., Li : .i l'AJ;�.'� 57 o-,Ill i1 : II J�J �^ T ci - 1 ,'k'' -t, EEstablished 1880 or4 • 1.• ``• 325 Oak Street a� �, I F IFIV ♦ Farmington, Minnesota 55024 41 "Se 9-20-1984 FARMINGTON RESCUE SQUAD PRELIMINARY BUDGET FIRST YEAR EXPENSES: The following items will be required as one time expenditures during the first year of,wservice, for the Rescue Squad. � , x � , 1. PAGERS AND RAD •S ;.e i $ 1040.00 16 pagers will rsqure additional `crystals installed at a cost of $65. 00/pager. The rescue squad will also:' need additional hand-held radios with the ability oto communicatewith Divine Redeemer Hospital, 'and other such frequencies. w` 2. TRAINING . , $ 1065.00 This expense has . already been approved' by};the City Council. The First Responder course is! scheduled, to begin on Oct. 2, 1984. r 3. FIRST AID EQUIPMENT::,! .*" _ $ 600.00 The Fire Department ptesently quipped with most of the first aid supplies and tools that will be required in the first year of service. This expense is essentially for two pieces of equipment that are used in major trauma cases and can be life savers. Mast Suit - $400.00 Hare Traction Splint - $175.00 4. PERSONAL GEAR (IDENTIFICATION CLOTHING) $ 250.00 This expense includes fluorescent orange vests and coveralls to be worn at rescue scenes, for identification and safety reasons. 5. VEHICLES 4797 (equipment truck) will be the primary response vehicle. 4781 (secondary pumper) will be sent to all scenes were fire suppression may be needed. There will be no expense incurred now, but 4797 is in poor condition and will need to be replaced soon. Start up expenditures total -$ 2955.00 • . rik__Li i, tom, �, Tall, , PEPAlI. II �<;_ /A,'' J ri Established 1.880 .1► �`f . _ 325 Oak Street v\h\�.. , +ice\ytl/ 'j w E 1 4 Farmington, Minnesota 55024 ,"." __ , PRELIMINARY BUDGET CONT. CONTINUAL BUDGETARY EXPENSES ONGOING EXPENDITURES The following budget items outline most of our continual yearly operating expenses. 1. WAGES $ 2419.20 The wages expense sis calculated at---a -rate of 8 calls per month, 6 men responding, each:receiving` °4 20 %a hour. This amount will be based`ori 4 '"men afters e, rescues squad becomes more k' Y {.'c'dam'#"� sk, fi Ys experienced. 2. PAGERS AND RADIOS $ 100.00 This figure includes. a yearly conversion, ofdl pager for the rescue squad, as described on page one. The -repairs and or replacement of pagers and radios, will, be . nclude in the Fire Departments annual budget. ' 3. EQUIPMENT $ 200.00 This expense includes the replacement of ,non-disposable items such as, oxygen (02 ) equipment" ora] andEOA airways, suction supplies and others. 4. SUPPLIES s ,r,.. . ._. $ 200.00 This expense includes the replacement of disposable items such. as, bandages, dressings, splints; and others. These supplies will be used both at the scene and during our training sessions. 5. TRAINING $ 500.00 The recertification of our personal is required every two years. This expense will cover the costs of a refresher course for the First Responders and the EMTs. Also included in this amount is the cost of special training instructors. 6. VEHICLES The gas, oil, repairs, and other vehicular expenses will be included in the Fire Departments annual budget. Continual budgetary items total - $ 3419.20 Total budget - $ 6374.20 Rescue Squad Committee: Dan Thelen Denny Pepera Greg Thelen Dirk Rotty MEMO TO: MAYOR AND COUNCILMEMBERS SUBJECT: FIRST RESPONDER/RESCUE SQUAD DATE: NOVEMBER 2, 1984 I have reviewed the rescue squad proposal with Fire Chief Dave Pietsch, Captain Greg Thelen and Police Chief Stan Whittingham, and have the following comments. I feel that based on the data collected by the Ambulance Advisory Committee and discussions regarding the Ambulance Service agreement, there appears to be a need to supplement existing ambulance service. Regardless of the out- come of the ambulance service agreement, odds are that the ambulance will be stationed at Apple Valley #1, which would mean a 15 minute response time to southern areas of Farmington. It is also hoped that the rescue squad would respond to and be supported by the Townships as an extension to the Fire Service Contract. I am planning to set a joint City/Township meeting to discuss fire service contracts, at which time this matter will also be discussed. I do have some concerns which have been addressed by Mr. Thelen. First, it seems a better system could be devised than having all available personnel respond, and paying that response. Mr. Thelen has indicated that it was set up this way because it is uncertain who will respond and when. Once it is determined when people are responding, the policy could be changed to limit the number of people responding to each call . Second, I have some concerns as to how this service will impact the fire service. As mentioned in the policy, there are provisions for review. I feel that this service would require careful monitoring on an ongoing basis. Larry ompson City ministrator LT/mh cc: Dave Pietsch Stan Whittingham Greg Thelen file / • - AGENDA REQUEST FORM ITEM NO. He, NAME: Wayne E. Henneke DEPARTMENT: Finance DATE: October 24, 1984 MEETING DATE: November 5, 1984 CATEGORY: Consent Agenda SUBJECT: 1984 Audit - Engagement letter EXPLANATION: As per memo. REFERENCE MATERIALS/RESPONSIBILITY: Memo - Wayne Henneke REFERRED TO: (NAME) DEPARTMENT: Larry Thompson Administrator 4111)I kSIGNATE 1� MEMO TO: MAYOR AND COUNCILMEMBERS SUBJECT: 1984 AUDIT DATE: OCTOBER 24, 1984 Anfinson, Hendrickson and Company has submitted the attached audit engagement letter for the 1984 audit. The audit agreement is the same as it has been in past years. The audit will be done in accordance with generally accepted auditing standards. Auditing fees are based upon hours worked in performing the audit. Anfinson, Hendrickson and Company is one of two CPA firms that perform most of the city audits in the metropolitan area. Ken Malloy is the manager in charge of the Farmington audit. He has been with the firm seven years and has conducted the City's audit each year. He has extensive knowledge of our books and procedures. He knows where to find the records he needs to work with without interrupting a member of staff. The audit is conducted quickly and professionally. • It is the recommendation of the Finance Department to authorize the firm of Anfinson, Hendrickson and Company to conduct the 1984 audit and accept the terms of the audit engagement letter. Wayne Henneke Finance Director WH/mh lAH &CQ ANFINSON, HENDRICKSON & CO. CERTIFIED PUBLIC ACCOUNTANTS Park National Bank Building • 5353 Wayzata Boulevard, Suite 410 • Minneapolis, Minnesota 55416 • 612-545-0421 AUG 1 5 1944 August 10, 1984 Mr. Larry Thompson, City Administrator City of Farmington 325 Oak Street Farmington, Minnesota 55024 Dear Mr. Thompson: This letter is to explain our understanding of the arrangements for the services we are to perform for the City of Farmington for the year ending December 31, 1984. We ask that you either confirm or amend that understanding. The purpose of our examination of the financial statements is to express an unqualified opinion on the fairness of the presentation of the City's financial statements for the year ending December 31, 1984, in conformity with generally accepted accounting principles applied on a consistent basis. If we discover that we cannot issue an unqualified opinion, we will discuss the reasons with you before submitting a different kind of report. General and Water Fund fixed assets testing will be excluded from our examina- tion because adequate detailed records at cost are not maintained. Due to this, we will disclaim an opinion on those fixed assets. As you know, management has the primary responsibility for properly recording transactions in the records, for safeguarding assets and for preparing accurate financial statements. Our basic audit function is to add reliability to those financial statements. Our examination will be conducted in accordance with generally accepted auditing standards. It will include a review of the system of internal accounting control, analytical reviews, and tests of the transactions and/or balances to the extent we believe necessary. It will not include a detailed audit of all transactions and is not designed to discover defalcations or other irregulari- ties, should any exist. If the City desires that we expand the scope of our services in this regard, this letter of understanding will require revision. As a result of our review of your system of internal accounting control, we will report to you any major observed weaknesses. We will try to initiate ideas or observations that we believe will help achieve the objectives of the City. We will also be pleased to respond to inquiries you might have about financial or other business matters. AFFILIATED WITH NATIONAL CPA GROUP • MEMBER FIRMS IN PRINCIPAL CITIES City of Farmington - 2 - August 10, 1984 The assistance to be supplied by your personnel, including the preparation of schedules and analyses of accounts, will be discussed and coordinated with you. The timely completion of this work will help us complete our job on a timely basis. Our fees are based on the time required by the individuals assigned to the engagement, plus direct expenses. Individual hourly rates vary according to the degree of responsibility involved and the skill required. Interim billings will be submitted as the work progresses and as expenses are incurred. I will be in charge of the work we are to perform for you. I will call upon others in the firm for help and counsel, as necessary. If you intend to publish or otherwise reproduce the financial statements and make reference to our firm name, you agree to provide us with printers' proofs or masters for our review and approval before printing. You also agree to pro- vide us with a copy of the final reproduced material for our approval before it is distributed. Please contact us if these arrangements do not meet with your approval. Otherwise, this letter is for your files. Yours very truly, ANFINSON, HENDRICKSON & CO. 422,611,4 - Donald D. Anfinson, Pa tner '