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Home My WebLink About06.07.93 Council Packet AGENDA COUNCIL MEETING REGULAR JUNE 7, 1993 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. APPROVE AGENDA 4. CITIZENS COMMENTS (5 Minute Limit Per Person for Items Not on Agenda) a. Recognition of Don Dahl 5. CONSENT AGENDA (All items approved in 1 motion with no discussion unless anyone wishes an item removed for discussion.) a. Approve Minutes - 5/10/93 and 5/17/93 b. Police Personnel Matter c. Approve 1994 ALF Budget and Joint Powers Agreement Amendment d. Amend Developers Agreement - Dakota County Estates 7th e. Temporary 3.2 License - Softball Tournament f. Amend Developers Agreement - Akin Park 2nd Addition g. Joint Powers Agreement - Radio Feasibility Study h. Adopt Resolution Supporting Dakota County Juvenile Detention Center i. Purchase of Hand Held Radios j. Employment of 8 Police Chaplains k. Adopt Ordinance Rezoning the Platted Area of Riverside from R-3 to R-1 1. Project 93-12 - ADA Pedestrian Ramps m. Adopt Resolution Ordering Feasibility Report - Southeast Area Storm Sewer n. Adopt Resolution Ordering Feasibility Report - Southeast Area Sanitary Sewer o. Capital Outlay Request - Public Works p. Employee Recognition Recommendation q. Adopt Resolution Ordering Feasibility Report - Riverside Addition r. Adopt Resolution Awarding Contract for 1993 Seal Coat Project s. Adopt Resolution Approving Charitable Gambling Premise Permit - Youth Hockey t. Adopt Resolution Ordering Feasibility Report - Dakota County Estates 8th u. Authorize EAW for Prairie Creek Development v. Economic Development Partnership w. Approve Payment of the Bills 6. PUBLIC HEARINGS/AWARD OF CONTRACTS a. 7:30 P.M. - Consider Mineral Extraction Permit - Dakota Electric b. 7:30 P.M. - Dakota County Estates 8th Addition c. 7:30 P.M. - Consider Comprehensive Plan Amendment - MUSA Expansion 7. PETITIONS, REQUESTS AND COMMUNICATIONS a. John Tschohl - Very Low Density b. Appoint Members to Vermillion River Tributary Committee c. 1994-1998 Dakota County CIP 8. ORDINANCES AND RESOLUTIONS a. Adopt Resolution Approving Hanson Building Lease THE AGENDA IS CONTINUED ON THE OTHER SIDE OF THIS SHEET 9. UNFINISHED BUSINESS a. Pine Knoll Update b. Architectural Designs and Standards c. Project 93-11 - Approve Plans and Specs/Authorize Ad for Bids - Wausau d. Consider Assessment Deferral Policy 10. NEW BUSINESS 11. MISCELLANEOUS 12. REPORTS FROM COMMISSIONS, COMMITTEES, COUNCILMEMBERS 13. UPCOMING MEETINGS 14. ADD ON a. Consider ALF 5 Year Plan b. Consider Sump Pump Discharge Ordinance 15. EXECUTIVE SESSION a. 1994 AFSCME Contract 16. ADJOURN AGENDA REQUEST FORM item No. Name: Tom Kaldunski Department: Public Works U-1-cd— 0,A j jr4 Date: May 28, 1993 r� /1z.e ZEN Z` �•y Meeting Date: June 7, 1993 Category: Citizens Comments Subject: Recognition of Don Dahl - Certificate of Appreciation Explanation: The Council has requested that Don Dahl personally be recognized for his years of service to the City. Reference Material/Responsibilty Certificate of Appreciation - Tom Kaldunski Referred To: (Name) Department Larry Thompson Administration Wayne Henneke Finance Tom Kaldunski Public Works 15/(711‘41( Signature AGENDA REQUEST FORM 5L Item No. Name: Wayne Henneke (j)\ Department: Finance Date: May 27, 1993 � Meeting Date: June 7, 1993 OK Category: Consent Subject: Police Personnel Explanation: Reference Material/Responsibilty Memo - Wayne Henneke Referred To: (Name) Department Larry Thompson Administration Wayne Henneke Finance Dan Siebenaler Police w keV t�I Signature Memo to: Mayor & Council Date May 27, 1993 Re Larry Pilcher - Psychological Evaluation Results The City has received the results of Larry Pilcher' s psychological evaluation. It is recommended to lift Mr. Pilcher' s employment suspension. The psychological evaluation results are filed in Mr. Pilcher' s personnel file. )C,/1/1/u2._ ' Wayne E. Henneke Finance Director c.c. Larry Thompson, City Administrator Dan Siebenaler, Police Chief Dave Grannis, City Attorney file —.0 AGENDA REQUEST FORM Item No, Name: Wayne Henneke reAl•---eA^. Department: Finance 0 l'. Date: May 26, 1993 `7 ~ a rn' -✓vim • Meeting Date: June 7, 1993 Category: Consent Subject: Approve 1994 ALF Budget and Joint Powers Agreement Amendment Explanation: Reference Material/Responsibilty Referred To: (Name) Department Larry Thompson Administration Wayne Henneke Finance tikurt.e.4&‘‘401.4... Signature ItAMBUL CE 14200 Cedar Avenue South Apple Valley, Minnesota 55124 Phone-612/431-8887 ALF.AMBULANCE 1994 PROPOSED BUDGET To the Honorable Mayor and City Council Members: Attached to this letter is the proposed budget for the 1994 fiscal year. Per the Ambulance Joint Powers Agreement,the ALF Ambulance Board has reviewed and are hereby recommending for approval by the member cities the attached budget document. It is the goal of the ALF Ambulance Board to see that ALF Ambulance continues to deliver high quality emergency medical services and response times to the citizens in the ambulance service area,while maintaining a fiscal responsibility to the overall operations of the ambulance service. Once again this year,ALF staff met and conferred with your respective Administrators in formulating a 1994 budget proposal.The Administrator's input and recommended policy direction is important and extremely helpful to ensure the continued success of our finances as well as operations. The attached 1994 proposed budget calls for status quo operations to the present level 1993. That level is currently one 24-hour unit stationed in Apple Valley and one 16-hour unit which rotates between Lakeville and Farmington on an every-other-day basis(7a.m. - 11p.m.). Both units are on seven days a week. The attached budget shows 1991 and 1992 fiscal year actual, 1993 budgeted,and 1994 proposed estimate.Attached also are notes and rationale for stated expenses. Some of the major proposed considerations of this budget are: • Patient fee increase of 5.0%over 1993. • Increase of 62 patient transports over 1993 for a total of 1,810 transports (estimated at 2.3 patient transports per 100 population). • 1994 proposed per capita subsidy level of$.50(1993 is proposed not to exceed $.70). * • A new line item added for"MinnesotaCare"totaling$16,987. ** 1994 Proposed Budget Page 2 *As a special note:the Board is concerned with up and down movement in subsidy amounts.To ensure stability of subsidy amounts the proposed subsidy for 1994 has been set at$.50 per capita. For a balanced budget in 1994 a subsidy of S.13 is required.The intent is to ensure sufficient operating funds for future service expansion without drastically increasing city subsidy shares. **"MinnesotaCare was passed into law during the 1992 legislative session.It mandates that in 1994 all health care providers remit 2%of net patient receipts(less Medicare and Medicaid)back to the state.These Monies will help fund the MinnesotaCare program. This budget is respectfully submitted for your review and comment and subsequent ratification.If you should request further information or need questions addressed,please feel free to contact me.If requested,I will be available to meet with you at your council meeting. Respectfully Submitted, ALF Ambulance Kevin J. Raun Ambulance Director Attachment: 1994 Proposed budget KJR-kcs ALF AM Bill LANCE .... ... ... . . . • ._ .. . . • • . . . .. . _ .. . • . . __ . • • • _ • ar, 1 k . T, 1994 BUDGET PROPOSAL A.L.F.AMBULANCE 1994 PROPOSED BUDGET 1991 1992 1993 1994 Actual Actual Budgeted Proposed Operating Revenue Gross Service Billings $614282 $721.977 $823.308 $895,950 Less Medicare/Medicaid ($30.612) $37.434 ($61.748) ($46.589) Net Service Billings $446.251 $684543 $761.560 $849,361 City Support 75,074 65.612 52.813 39.335 Township Support 6,450 6.450 8.500 8.750 Miscellaneous 15.536 19.917 15.000 11.000 Interest 17.678 7.404 12,500 8.250 Total Revenue 5560,989 $783.926 $850.373 $916.696 Operating Expenses 4110 Salaries $384.487 $438.192 $484.668 $495,677 4141 Pera 17.195 19.627 21.713 22.206 4144 Fica 29.085 33.136 37.077 37.919 4151 Hospitalization 25.839 33.533 44.640 46.800 4152 Long Term Disability 2.066 3.500 2,578 4155 Workmans Compensation 18.519 19.422 24.800 21,968 4210 Office Supplies 820 2.004 • 1,250 1.610 4220 Operating Supplies 1.524 1.578 1.800 1.850 4215 Education Equip/Supplies 1,000 1,000 4221 Motor Fuels 10.120 10.052 15,000 15,900 4222 Lubricants 207 210 265 4224 Clothing 3.126 3.728 4.800 5.200 4231 Equipment Parts 1.874 2.241 2.000 2.350 4250 Promotions 387 714 700 725 4260 Medical Supplies 5,982 8.685 8.600 9.975 4265 Oxygen 641 905 1.200 1.450 4321 Audit 3.450 4.200 4.000 4310 Professional Services 9.449 5.474 1.800 1.875 4311 Attorney Fees 5.000 5,000 4316 Collection Services 25.403 30.685 35,850 38,200 4334 Use of Personal Auto 613 3,141 3.200 3,350 4352 Print Public Information 200 200 4361 Insurance 13,502 13.664 14,485 15,550 4376 Telephone 1.530 2.012 2,400 2.500 4380 Maintenance Agreements 1,000 1,040 4390 Lease Contracts 2.170 2.400 0 4381 Contract Auto Repair 6.550 • ' 9.500 9.000 10.500 4382 Contract Equipment Repair 80 982 1.300 1.300 4386 Contract Linen 567 756 900 900 4389 Contract Radio Repair 1.218 1.126 1.720 1.500 4388 Data Processing 260 865 840 900 4400 Microfilming 0 500 500 4406 Master Paramedic 934 3.410 3,000 4377 Postage 18 15 50 50 1 A.L.F.AMBULANCE 1994 PROPOSED BUDGET 1991 1992 1993 1994 Actual Actual Budgeted Proposed 4408 Tuition Reimbursement 1.000 1.000 4411 Schools and Conferences 1.471 3.328 4•500 4.800 4412 Business Meetings 750 850 4413 Dues and Subscriptions 570 1.115 800 1.700 4414 Licenses 175 250 750 750 4610 Interest Expense 0 0 4620 Uncollectible Accounts 45.050 36.270 69.981 67.196 4650 Depreciation 29.668 33.341 31.500 34.500 MinnesotaCare 16.987 Pager Lease 750 Copier Maint Agreement 1.320 Total Expenses $639.380 $721.511 $850.494 . $887.691 Net Income(loss) ($78.391) $62.415 ($121) $29.004 • 2 . A.LF.AMBULANCE 1994 BUDGET ASSUMPTIONS 1991 1992 1993 1994 ACTUAL ACTUAL BUDGET PROPOSED POPULATION App Valley 35.775 37275 38.504 40.137 Lakeville 26.914 29,014 30.406 31.704 Farmington 6.263 6.613 6.537 6.829 Total Population 68.952 72.902 75.447 78.670 PER CAPITA COST $1.35 $0.90 $0.70 $0.50 COST PER CITY Apple Valley $50.050 $33.548 $26.953 $20.069 Lakeville $34,856 $26.113 $21284 $15.852 Farmington $8.473 $5.952 $4.576 $3,415 $93.379 $65.613 $52.813 $39.335 SERVICE BILLINGS Total Transports 1.628 1.690 1.748 1.810 Average Revenue per Call $377 . $427 $471 $495 Total Service Billings $613.756 $720.954 $823.308 $895.950 • 3 ALF AMBULANCE BALANCE SHEET 1991 1992 1993 1994 ACTUAL ACTUAL BUDGET BUDGET ASSETS Current assets Cash and investments Unrestricted $153,300 $194.961 $200, 115 $137,958 Restricted 45,882 42.502 43,046 46,260 Accounts receivable, net 171. 130 187,274 197.574 208.441 Prepaid expenses 12.921 25,530 25,530 25.530 Total current assets $383,233 $450,267 $466.265 $418,189 Property. plant and equipment Machinery and equipment $279,870 $305.212 $321. 137 $435,932 Lees: accumulated depreciation (146,484) (179.825) (211.325) (245,825) Net equipment $133,386 $125,387 $109,812 $190,107 Total assets $516,619 $575,654 $576,077 $608,296 =�_____ ---- - __=____ LIABILITIES AND RETAINED EARNINGS Current liabilities Accrued salaries $15,298 $15,277 $15.277 $15.27? Accounts Payable 10,951 7,466 7,466 10,000 Accrued interest payable Bonds payable-current -_ ---_ - Total current liabilities $26,249 $22,743 $22,743 $25.277 Long-term liabilities Bonds Payable Compensated balances 19,633 19.759 20, 303 20,983 Total long-term liabilities 19,633 19,759 20.303 20,983 Retained earnings $470,737 533, 152 533.031 562,036_ Tota) liabilities and retained $516.619 $575,654 $576.077 $608,296 4 ALF• AMBULANCE WORKING CAPITAL 1991 1992 1993 1994 Current assets Cash $199,182 $237,463 $243.161 $184.218 Accounts receivable. net 171, 130 187,274 197,574 208.441 Prepaid expenses 12.921 25,530 25.530 25.530 Total current assets $383.233 $450,267 $466.265 $418.189 Current liabilities Accrued salaries • $15,298 $15.277 $15,277 $15,277 Accounts payable 10.951 7,466 7.466 10,000 Accrued interest payable 0 0 0 0 Compensated balances 19,633 19.759 20,303 20,983 Bonds payable—current 0 0 0 Total current liabilities $45,882 $42,502 $43,046 $46,260 Total working capital $337.351 *407.765 $423,219 $371,929 C H ANG E S IN WORKING CAPITAL 1991 1992 1993 1994 Funds provided Net income $88, 187 $62.415 ($121) $29,006 Depreciation 31,404 33,343 31,500 34.500 Total funds provided $119,591 $95,756 $31 ,379 $63,505 Funds applied Additions to fixed assets $8,291 $25,342 $15,925 $114,795 Debt retirement Total funds applied $8,291 $25.342 $15,925 $114,795 Net increase in working capital $111.300 $70.414 $15.454 ($51,290) Working capital , January 1 226,051 337,351 407,765 423,219 Working capital, December 31 $337, 351 $407,765 $423.219 $371,929 4a „ ;a 1994 SALARY PROJECTIONS • DIRECTOR 45.785 SUPERVISORS Regular Overtime Total Mo> uley 1124 16.86 37.408 Strege 1124 16.86 37.408 Long 1124 16.86 37.408 PARAMEDICS Furlong 10.50 15.74 34.930 Beecham 10.50 15.74 34.930 Wilson 10.50 15.74 34.930 Adams • 10.50 15.74 34.930 C.Long 10.50 15.74 34.930 Brady 10.50 15.74 34.930 Nelson 10.50 15.74 34.930 Hanlon 921 13.82 30.653 Total Base Salaries 10.58 15.87 387.387 Shift Differential 5.824 Master Paramedic 11.622 Full-Time Overtime 20.952 Holiday 12.106 Part-Time 12.002 Total Salaries _ 495.677 5 ALF.AMBULANCE ADDITIONS TO FIXED ASSETS 1991 1992 1993 1994 ACTUAL ACTUAL BUDGET PROPOSED New Ambulance $85.000 Telecommunications Equipment $6.500 Radios/Telephone $624 Portable Radios(2) $2.177 Pagers(2) 5300 Rsaystai Pagers EKG MonotodDefibriilator $10.775 $10.995 Battery Support System $1.800 Portable Suction Units(2) r'500 Refurbish Medic 811 Refurbish Medic 1112 $14,514 New engine.rebuilt frame fnteriodexterior refurbishment MiscEquipment for New Ambulance $'8C0 Equipment $500 Opticom Emitter $1500 Manakins $1232 $1.000 Account Receivable Software Bullet Proof Vests Office Furniture $1.495 $1.275 Furniture for New Quarters Computer and Furniture $3.994 MAST Suit $419 Software $995 Pulse Oximeters $6,107 Drugs $500 Backboards $350 Total acquisition of equipment $8.290 $25,342 $15.925 $114.795 6 A.L.F.AMBULANCE NOTES TO THE 1994 PROPOSED BUDGET OPERATING REVENUES Gross Service Billings Average revenue per call $495 Number of calls $1,810 Total $895'950 Less Medicare/Medicaid 5.2%Uncolledable ($46,589) Net Service Billings $849.361 City Support Per Capita Subsidy $0.50 Population Apple Valley 40.137 Lakeville 31.704 Farmington 6,829 Total 78,670 Cost per City $20,069 Apple Valley Lakeville $15,852 Farmington $3,415 Total $39.335 Township Support $8,750 Miscellaneous $11.000 Interest $8,250 OPERATING EXPENSES 4110 Salaries (1993+,2%) Director $45,785 Supervisors Regular Overtime Total McCauley $ 11.24 $16.86 $37.408 Strege $ 11.24 $16.86 $37.408 Long $ 11.24 $16.86 $37,408 $112,224 Paramedics • Furlong $ 10.50 $15.74 $34,930 Beecham $ 10.50 $15.74 $34,930 Wilson $ 10.50 $15.74 $34.930 Adams $ 10.50 $15.74 $34,930 Long $ 10.50 $15.74 $34.930 Brady $ 10.50 $15.74 $34.930 Nelson $10.50 $15.74 $34,930 Hanlon $ 9.21 $13.82 $30.E $275,163 7 A.LF.AMBULANCE NOTES TO THE 1994 PROPOSED BUDGET Total Bass Salaries $433.172 Shift Differential 5824 $.351hr.for Paramedics woddng 16 hr.shifts Master Paramedic 11622 3%of Salary for Supervisors and Paramedics Full Time Owrtirne 20952 10 hrs./month x 11 Paramedics.$15.87 Holiday 12106 (11 Paramedics x 88his)+(4 Paramedics x4hrs x 11 holidays) Part-Time $12.002 1200 hrs.x$10.00fir • Total Salaries $495.677 4141 PERA $ 206 4.48%of total salaries 4144 FICA $37.919 7.65%of total salaries 4151 Hospitalization $46.800 $325 per month x 12 Paramedics 4152 Long Term Disability $2'578 $.52 for every$100 of salary 4155 Workman Compensation $21.968 4210 Office Supplies $1.610 4220 Operating Supplies $1.850 Quarters and vehide leaning&maintenance supplies. Minor equipment for quartets and vehicles. 4215 Education Equipment&Supplies $1.000 4221 Motor Fuels $15.900 Increased to cover for increased call volume. 4222 Lubricants 1285 4224 Clothing $5200 12 Full-me®$300 8 Part-time @$75 Swat team$300 Miscellaneous$400 8 ALF.AMBULANCE NOTES TO THE 1994 PROPOSED BUDGET 4231 Equipment Parts $2'350 Vehicle parts&Equipment 4250 Promotions $725 Annual report Children's stidrers Brochures Public relations supplies eta 4260 Medical Supplies $9.975 4265 Oxygen $1.450 4321 Audit $4.000 4310 Professional Services $1.875 Employee physicals Infectious disease follow-up Gbnsuitsnb 4311 Attorney Fees $5.000 4316 Colledion Services $38'200 Billing services for 1.810 accounts. Also includes the cost of Allied Services. 4334 Use of Personal Auto $3'350 Employees eligible for reimbursement per the union contras. 4352 Print Public Information $200 4361 Insurance $15,550 4376 Telephone $2.500 Includes office&cellular phones and maintenance. 4380 Maintenance Agreements $1.040 Computer and Ufepak 5 maintenance agreements. 4390 Lease Contracts $0 This line item has been broken down into two separate line items. Pager Lease and Copier Maintenance Agreement 4381 Contract Auto Repair $10.500 $3.500 annually per unit 4382 Contract Equipment Repair $1.300 All durable medical equipment and fixed assets. 4386 Contract Unen $900 $75 per month for all vehicles and quarters. 9 { A.LF.AMBULANCE NOTES TO THE 1994 PROPOSED BUDGET 4389 Contrail Radio Repair $1,500 Mobile and portable radios and pagers 4388 Data ming $900 L.OGIS 4400 Microfilming $500 4406 Master Paramedic $3.000 4377 Postage $50 4408 Tuition Reimbursement $1.000 4411 Schools and Confer aces $4.800 MN Ambulance Association Arrowhead EMS Life Link N ManagementTmining PAL S/BTLS Training 4412 Business Meetings $850 Board goals and objectives Customer/business meetings Board and staff meetings 4413 Dues and Subscriptions $1.700 MN Ambulance Association(large ire this year) Dakota Tribune Emergenq Emergency Medical Services JEMS 4414 Licenses $750 4610 Interest Expense $0 4620 Uncollectible Accounts x'196 4650 Depredation $34.500 Minnesota Care $16575 2%of net service billings Pager Lease $750 Copter Maintenance Agreement 51.E 10 • AGENDA REQUEST FORM ray Item No. 09 Name: Daniel M . Siebenaler C) Department: P o l i c e %., �. G' j Date: May 19, 1993 ` " " Meeting Date: June 7 . 1993 Category: Consent Subject: Joint Powers Agreement , Radio Feasibility Study Explanation: Request authorisation to enter ,Joint Powers Feasibility Study regarding consolidation of radio dispatch services . Reference MateriallResponsibilty Joint Powers Agreement and Memo Referred To: (Name) Department Larry Thompson City Administrator Wayne Henneke Finance Director Signature MEMO TO : Mayor and Council SUBJECT : Joint Powers Agreement/Radio Feasibility Study DATE : June 2 , 1993 In 1992 , Governor Carlson called upon all government agencies to cut spending and consolidate services where possible. In the area of Public Safety , one major area suitable for consolidation is Radio Dispatch for Emergency Services . The Dakota County Chiefs of Police conducted a very preliminary review of existing services . This information leads us to believe that a consolidated radio service may be cost effective. In addition , during this same time period , the Metropolitan Council has undertaken a study of 800 Trunking Technology for Public Service radio frequencies. Under such a program fewer radio frequencies would provide better radio services . These two factors have lead to the attached request to conduct a feasibility study for consolidation of Emergency Dispatch Services in Dakota County . At this point, the fee for conducting such a study has been set at ten cents per capita for Farmington . This translates to $610 . 00 . With the potential for future savings and efficiency , I believe the City of Farmington has a strong interest in participation . At this time, I recommend participation as outlined with the $610 .00 cost to be drawn from contingency funds . As always , if you have any questions or comments , feel free to contact me at your convenience. R I Daniel M. Siebenaler Chief of Police DMS/m Attach . police department PATRICK GEAGAN Chief of Police RICHARD SWANSON Captain Administration&Investigation city of eagan JAMES SEWALD Captain Patrol 3830 PILOT KNOB ROAD THOMAS EGAN EAGAN,MINNESOTA 551221897 Mayor PHONE:(612)681-4700 TDD:(612)454-8535 PATRICIA AWADA FAX: (612)681-4738 SHAWN HUNTER SANDRA A.MASIN THEODORE WACHTER May 14, 1993 Council Members THOMAS HEDGES City Administrator Chief Dennis Delmont, Mendota Heights E.J.VAN OVERBEKE Chief Don Gudmundson, Lakekville City Clerk Captain Tom Iago, West St. Paul Chief Craig Kinney, South St. Paul Chief Lyle Knutsen, Rosemount Chief Dan Siebenaler, Farmington Chief Stan Troyer, Inver Grove Heights Captain Nick Wasylik, Hastings • Chief Deputy Rich Thul, Dakota County Sheriffs Enclosed is the latest revision of the Joint Powers Consolidated Communications Feasibility Agreement as discussed at the Dakota County Chiefs meeting on Wednesday, May 12th. As a result of the Dakota County Chiefs meeting, the consensus was that each Chief review this document with your city manager before the Friday, May 21, 1993 , Dakota County Managers meeting. Chief Delmont will present this Agreement at that meeting. If you have any questions, please feel free to contact Chief Delmont or myself. Sincerely, Patrick J. Geagan Chief of Police THE LONE OAK TREE . . . THE SYMBOL OF STRENGTH AND GROWTH IN OUR COMMUNITY Equal Opportunity/Affirmative Action Employer DATA Mak (3 JOINT POWERS AGREEMENT CONSOLIDATED COMMUNICATIONS FEASIBILITY AGREEMENT This Agreement is made and entered into on the day of , 1993 , by and between the City of Eagan (a Minnesota municipal corporation) , City of Farmington (a Minnesota municipal corporation) , City of Hastings (a Minnesota municipal corporation) , City of Inver Grove Heights (a Minnesota municipal corporation) , City of Lakeville (a Minnesota municipal corporation) , City of Mendota Heights (a Minnesota municipal corporation) , City of Rosemount (a Minnesota municipal corporation) , City of South St. Paul (a Minnesota municipal corporation) , City of West St. Paul (a Minnesota municipal corporation) , County of Dakota (a Minnesota municipal corporation) , all located within Dakota County (hereinafter collectively referred to as the "North East Dakota County Law Enforcement Consortium" or "Consortium") and John R. DuBois, an individual doing business as a Registered Professional Communications Engineer (hereinafter referred to as "Consultant") . WHEREAS, the Consortium, as a group and individual governmental entities, is authorized by Minnesota Statute §412.221 to establish, equip and operate a police department and to enter into a contract as deemed necessary to make effective such authority; and WHEREAS, the Consortium, as a group and individual governmental entities, is authorized by Minnesota Statute §436.05, 436.06, and 471.59 to enter into this Agreement for furnishing the Consortium information and advice as to the feasibility of a consolidation of the Consortium's individual communication systems; rte ii""" a - 3 OA c- JPA Agreement Page 2 and WHEREAS, the intent and purpose of this Agreement is to determine feasible options and recommendations for the design and operation of a North East Dakota County Consolidated Public Safety Communications Center; and WHEREAS, the public safety services to be included in the feasibility study are police, fire, emergency preparedness, animal control, and ambulance services; and WHEREAS, the Consortium acknowledges the benefits to each department and city to determine if it is feasible to consolidate communication centers. NOW, THEREFORE, the Parties do agree to as follows: 1. Consultation Services The Consultant shall provide an analysis of the Consortium's existing public service communication systems and operations. The Consultant shall issue a report which discusses the feasibility of and alternatives to consolidation of a communication system and operation, and shall include the following: A. Description of each Consortium member's radio systems to include E911, Mobile Data Terminal's (MDT) , CAD, Police, Fire, animal control, and ambulance services. B. Description of participating government public safety computer systems, including those within the police and fire department and such systems' ability to interface between departments. • LATE — JPA Agreement Page 3 a 13 C. Evaluate the Consortium's existing communication centers' equipment, including determination of feasibility of using that equipment in a joint use facility. D. Determine actual costs of existing communications centers, including support costs, i.e. supervision, electricity, and depreciation. E. Discuss impacts of "on the horizon" technologies on present and recommended consolidation options. F. Discuss what would be necessary to interface existing systems to make them compatible including communications, MDT computer systems, and the costs associated with the interface. G. Discuss the ability to integrate centralized dispatching to access Consortiums' existing record keeping. H. Discuss future growth of a consolidated system or systems. I. Discuss impact on level of service the communities want to maintain. J. Develop an Action Plan to accomplish consolidation recommendations, including short and long term cost factors and recommended staff levels for operation. K. Discuss current budget of Consortium's radio purchase and repair costs,. and determine how consolidation will impact. L. Discuss alternatives for Public Safety Answering Point. M. Discuss options for total start-up and ongoing operational cost. ij JPA Agreement DATE Q m Page 5 up to a $.10 per capita allotment. Population figures in Attachment A are the Metropolitan Council's 1991 population estimates. In the event of illness beyond the control of Consultant, the Consortium shall accept a late report equal to the number of days of the illness. However, monies due shall not be paid until satisfaction and compliance of all obligations and responsibility of Agreement are met. GENERAL PROVISIONS Any questions or comments by Consortium members shall be made to Consultant only through Contract Manager who is Dennis Delmont, Chief of Mendota Heights. TERM OF AGREEMENT Upon satisfactory completion of the terms of this Agreement, the Agreement shall terminate. ALTERATION OR MODIFICATION OF AGREEMENT Any alteration, variation, modification or waiver of any provision of this Agreement shall be valid only after it has been reduced to writing and duly signed by all parties. This Agreement shall constitute the entire Agreement between the parties and shall supersede all prior oral or written negotiations or agreements relating to the subject matter hereof. i ; d j J JPA Agreement DATE e` 3F8g 4 2. Presentation of Feasibility Study_ A. Consultant shall prepare and present to Consortium the reports required hereunder. B. Consultant shall provide oral and written monthly "letter" status reports advising Consortium as to the progress of the study. C. Consultant shall present a written final report no later than 90 days after execution of this document. D. Consultant shall give to Consortium 30 copies of the final report. E. Consultant shall be available for meetings as necessary with Police Chiefs and City Managers of Consortium, and one meeting with the combined governing bodies. COMPENSATION Consortium agrees to pay Consultant the total sum of425,000 to be paid in two equal installments. Upon completion of Consultation Service tasks A, B, C, and D, the Consortium shall pay to Consultant the sum of $12,500 or 50 percent of the total sum due. Upon the Consultant's satisfaction and compliance of all obligations and responsibility under this Agreement, the Consortium shall pay the remaining $12,500 or the remaining 50 percent of the total sum due. Consortium agrees to pay Consultant the monies described above by allotments as shown on Attachment A. Dakota County will pay 30 percent of the $25,000 with each city paying the remaining amount D 4 ' JPA Agreement 13 g DATE c\`�' + 6 INSURANCE Consultant shall provide appropriate Certificate of Liability Insurance to the Consortium and maintain said insurance for the full term of the Agreement. IN WITNESS WHEREOF, the parties hereto have respectively caused this Agreement to be executed by their duly authorized officers as of the day and year first written above. APPROVED AS TO FORM: ENGINEER CONSULTANT By: By: John R. DuBois, Ph.D Attorney Its: Owner CONSORTIUM MEMBERS: CITY OF EAGAN CITY OF FARMINGTON By: By: Its: Mayor Its: Mayor By: By: Its: City Clerk Its: City Clerk CITY OF HASTINGS CITY OF INVER GROVE HEIGHTS By: By: Its: Mayor Its: Mayor By: By: Its: City Clerk Its: City Clerk A - i r DATE � 3 JPA Agreement Page 7 CITY OF LAKEVILLE CITY OF MENDOTA HEIGHTS By: By: Its: Mayor Its: Mayor By: By: Its: City Clerk Its: City Clerk CITY OF ROSEMOUNT CITY OF SOUTH ST. PAUL By: By: Its: Mayor Its: Mayor By: By: Its: City Clerk Its: City Clerk CITY OF WEST ST. PAUL DAKOTA COUNTY By: By: Its: Mayor Its: Board Chairperson By: By: Its: City Clerk Its: Clerk of the Board • DATE ao i3 ATTACHMENT A FUNDING OPTION FOR CONSULTANT ENGINEER STUDY STUDY COST: $25,000 COUNTY POPULATION: 273,392 For funding purposes, the Dakota County population is the total of the 8 cities under 1, 000 in population and the 13 townships which the County provides dispatch services at no cost. Population's are as established by the Metropolitan Council's 1991 estimates. ENTITY POPULATION ALLOTMENT ALLOCATION DAKOTA COUNTY 13,038 30 % $ 7,500 EAGAN 49, 158 $.10 $ 4,915 FARMINGTON 6,136 $.10 $ 613 HASTINGS 15,717 $.10 $ 1,571 INVER GROVE HEIGHTS 23,370 $. 10 $ 2,337 LAKEVILLE 26,408 $. 10 $ 2, 640 MENDOTA HEIGHTS 9,650 $.10 $ 965 ROSEMOUNT 9,129 $.10 $ 912 SO. ST. PAUL 20,264 $.10 $ 2,026 WEST ST. PAUL 19,144 $.10 $ 1,914 TOTALS 192,014 $25,393 i AGENDA REQUEST FORM Item No. 6h `) , ( Name: Daniel M . Siebenaler Pol ice Department: Date: May 1 9 , 1993 6 :2) � ,< <..,�_ =. Meeting Date: June 7 , 1993 Lr Category: Consent Subject: Resolution supporting Dakota County Juvenile Detention Facility Explanation: Request support for County Board to continue in their efforts to provide a Juvenile Detention Facility for Dakota County Reference Material/Responsibilty Resolution and Memo Referred To: (Name) Department Larry Thompson City Administrator Signature MEMO TO : Mayor and Council FROM : DAKOTA COUNTY CHIEFS OF POLICE DATE : June 2 , 1993 SUBJECT: Juvenile Detention The Dakota County Chiefs of Police Association is made up of the chiefs from all law enforcement agencies in Dakota County, the Dakota County Attorney and Dakota County Sheriff. Subordinate and supporting members; i .e. , FBI , representatives from police departments in other counties also attend monthly meetings. During the meetings a wide range of issues including pending legislation, policies and procedures, technology, crime and juvenile detention are discussed. An issue from the onset is the lack of secure detention facilities for juvenile offenders in Dakota County. A few of the problems of not having detention beds are: 1. Officers had to "baby-sit" offenders for hours until a bed could be found somewhere in Minnesota. This decreased effectiveness because officers were unavailable to patrol or answer calls. 2 . Officers were called upon to transport juveniles long distances away from their jurisdictions . Officers transported juveniles to Red Wing, Anoka County, Ramsey and Hennepin County. 3 . Officers would find themselves in the position of releasing serious offenders back to the community when bed space was unavailable. 4 . Parents refused to take the offender back into the home. Officers would then have to convince the family to take the juvenile or make other difficult arrangements. The Chiefs worked with Dakota County Community Corrections and five beds were made available in Anoka County for juvenile offenders in 1992 . The bed space was increased to seven in 1993 . In addition, the Corrections Department contracted with a private vendor for transportation. It should be noted that officers still do transport to Anoka County. The contract with Anoka County is expected to end in mid-1994 . Page 2 Juvenile Detention A report titled "Dakota County Juvenile Detention Planning Report" states that, "Indicators show the need for secure detention will continue through the 1990s and into the next century. " The report further states, "The juvenile arrest rate for youth ages 14 to 17 increased 64 percent from 1980 to 1990. By comparison the population aged 14 to 17 actually decreased from 16, 160 to 15, 024 for the same time period. " The same report outlines a large increase in the number of young people under 10 in Dakota County who will reach the at risk age for offenders of 14-17. "In 1998 there will be an estimated 24, 106 individuals ages 14-17 living in Dakota County compared to 15, 058 in 1990; or a projected 60 percent increase. This rate of growth is projected to continue through 2004. " Dakota County Attorney James Backstrom released statistics that revealed a disturbing trend. In 1990 the County Attorney filed 628 delinquency petitions. There was a 50% increase in petitions in 1991 when 933 petitions were filed. In 1992 there were 999 petitions filed. The planning report goes on to state an even more disturbing fact, "Juvenile arrests for violent crime increased 62 percent from 1985 to 1991. " The Dakota County Chiefs have met with members of the Dakota County Board of Commissioners on several occasions to express our concerns about juvenile detention. We appreciate the efforts of Community Corrections and the County Board in making beds available in Anoka County. We also appreciate the efforts of County Staff and the Board in planning for secure detention for juveniles in Dakota County. The Dakota County Chiefs would like the Mayors and City Councils of our respective cities to consider passing the enclosed resolution to further express our concern on the issue of juvenile detention. Daniel M . Siebenaler Chief of Police DMS/m Attach . 1I' CITY OF DAKOTA COUNTY, MINNESOTA,( RESOLUTION `1 13 Date Resolution z,e Motion By b N\ Seconded By6 J RESOLUTION REQUESTING THE DAKOTA COUNTY BOARD OF COMMISSIONERS CONTINUE IN THEIR EFFORTS TO PROVIDE JUVENILE DETENTION FOR DAKOTA COUNTY WHEREAS, Juvenile detention is important for the safety and well-being of the citizens of Dakota County; and WHEREAS, Juvenile detention is also important for the safety and well-being of juvenile offenders; and WHEREAS, Dakota County needs secure detention in the 1990's and into the next century; and WHEREAS, The lack of juvenile detention creates a hardship for law enforcement personnel in Dakota County as well as for parents and citizens; and WHEREAS, The contract for juvenile detention with Anoka County is expected to end in mid-1994. Officers will once again experience time consuming problems with a lack of bed space and transportation. WHEREAS, There has been a 59% increase in juvenile delinquency petitions filed by the Dakota County Attorney over the past two years; and WHEREAS, Juvenile arrests for violent crimes have risen 62% in Dakota County from 1985 to 1991. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of •• 1. We request continued participation of the Dakota County Chiefs of Police Association in the planning process for secure detention in Dakota County. 2 . We ask that the Dakota County Board of Commissioners and County Staff continue to see juvenile detention as an issue of utmost importance to the safety and well-being of the citizens of Dakota County. 3 . The City Clerk is directed to forward certified copies of this Resolution to the Dakota County Board of Commissioners. ADOPTED this day of , 1993, by the City Council of the City of CITY OF BY ,Mayor ATTEST: ,City Clerk AGENDA REQUEST FORM Item No. — I Name: Daniel M . Siebenaler Department: Police Date: May 19 , 1993 Meeting Date: June 7 , 1993 Category: Consent Subject: Purchase of used hand held radios Explanation: Request authorization to purchase re-conditioned hand held radios from West St. Paul Police Department Reference Material/Responsibilty Memo Referred To: (Name) Department Larry Thompson City Administrator Wayne Henneke Finance DIrector Signature MEMO TO: Mayor and Council SUBJECT: Purchase of Handheld Radios DATE: June 2, 1993 Radio communication is extremely important in any emergency service. During most of the year, the number of radios currently available within the police department are adequate. There are a number of special occasions however when we are sorely under equipped. For example, Mt. Dew Days is rapidly approaching and we will not have enough radios for our officers. Later in the summer, the County Fair will present the same problem. Continuing into the fall, football games will also result in a radio shortage. In addition, there are always unplanned events requiring full participation. Because of the sporadic nature of this need, I could not justify the purchase of multiple new handheld radios at $650-$750. each. At this time, I have an opportunity to purchase reconditioned used radios for $250. ( possibly less with additional negotiation) from either West St. Paul or South St. Paul Police Departments. These radios are identical to those we currently have on hand. The Farmington Police Reserve has received a donation of $250. from the Farmington Eagles toward such a purchase, with the possibility of an additional donation. In addition, several months ago, the City Council authorized the sale of a handgun from excess inventory. The anticipated value was $200. At this time, we have received a payment of $240. from the sale of that gun. At this time, I am requesting authorization to purchase two "King" handheld radios for a maximum of $500. with an option to purchase a third if donated funds are received. This purchase will allow for a sufficient number of radios to meet our needs. If you have any comments or questions, feel free to contact me at your convenience. Daniel M. Siebenaler Chief of Police DMS/m ? AGENDA REQUEST FORM Item No, .25- Name: Daniel M . Siebenaler Department: Police ( Date: May 1 9 , 1993 x '�-2,--..r---e- Meeting Date: June 7 , 1993 Category: Consent Subject: Employment of 8 police chaplains • Explanation: Per Council authorization Chaplain ' s Program has been initiated . Request authorization for permanent part-time status (un -paid ) for 8 Chaplains. Reference Material/Responsibilty Memo Referred To: (Name) Department Larry Thompson City Administrator Wayne Henneke Finance Director )4/Ado- / Signature MEMO TO: Mayor and Council SUBJECT: Permanent Part-time Employees/Chaplains DATE: June 2, 1993 Pursuant to City Council authorization, applications have been taken to fill the position of Police Chaplain. We have received and reviewed eight excellent applications for this unpaid position. At this time, 1 would recommend appointment of the following personnel as Chaplains for the Farmington Police Department. Donald M. Sponheim Franklin "Douglas" Hudson William Rowen Otto "Carl" Grosse Larry Gordon Frick David Lillejord Eugene Pouliot Shirley Rowley I welcome these Chaplains to the police department and look forward to working with each of them in the future. Daniel M. Siebenaler Chief of Police DMS/m AGENDA RFQUEST FORM Ttn:r, NU, vV Tom Kaldunski /02- iv ame: I� )6,(\., -/ / Department: Public Works -) rY~ X Date: May 28, 1993 �,�, � �'' Q, ' "� Meeting Date: June 7, 1993 � �,; c..0-1 (I:21)P Category: Ordinances and Resolutions „ p ,,,p, tl�r Subject: Adopt Resolution Approving Hanson Building Lease Explanation: Per consensus of Council at May 17, 1993 meeting. Reference Material/Responsibilty Referred To: (Name) Department Larry Thompson Administration Wayne Henneke Finance Tom Kaldunski Public Works Ken Hanson 517 1st Street Jerry Bauer Public Works Ben Klotz Public Works Russ Matthys Public Works 1:444,10,41 Signature MEMO TO: MAYOR AND COUNCIL lel SUBJECT: LEASE OF HANSON BUILDING/SPACE NEEDS / "( DATE: JUNE 3, 1993 On May 29, 1993, I met with Mr. Ken Hanson, Jr. to review the proposed lease with option to purchase. Mr. Ken Hanson, Sr. and Mr. Ken Hanson, Jr. have reviewed the lease with their attorney. Mr. Hanson has indicated that he does not want to enter into the lease as prepared. This agreement is for a 1 year lease that automatically renews over the 12 year term with option to purchase. This agreement was prepared this way because of the state law outlined by the City Attorney. All other terms appear to be agreeable with Mr. Hanson. His main concern is the potential fee for changes to the City Council in the future which could result in the City terminating the lease. Mr. Hanson's preferred method to transfer his building to the City is via a "Certificate of Participation". This option was pointed out by Mr. Hanson's attorney. It would release Mr. Hanson from the building up front rather than at the end of the 12 year lease. A second option that Mr. Hanson indicated would be a 5 year lease. This memo will outline some of the details of the City's options. Option 1) 5 year lease - This option would result in the same agreement as proposed except that the duration is reduced to 5 years and the monthly rent increases. It is estimated that the monthly rent would increase from the current proposal of $3000/month ($36,000/year) to $7200/month ($86,400/year) . The current City Budget has set aside $40,000/year in space needs. It would require adjustments in future budgets. This was Mr. Hanson's second choice. He feels that if the City made these lease payments, it would proceed with option to purchase after 4-5 years. Option 2) This is Mr. Hanson's preferred method. The issuance of a "Certificate of Participation". I discussed this option with Wayne Henneke, Finance Director. He reviewed it with Jerry Shannon of Springsted, Inc. , the City's bond consultant. This is a viable option for the City. The funding may be attached to the proposed bonding schedule for sale this year for other improvement projects. The Certificate of Participation and/or lease revenue bond can have a term of up to 20 years. Typically the rate is 1% to 2% above general obligation (G.O.) rates, which are currently in the 5i% to 6% range. This type of bond would not require voter approval. Currently, the levy limits do not apply, presenting a window of opportunity to the City for this method. If levy limits are reinstated, they would apply. The City would need a middle person, such as the H.R.A. for this option. The H.R.A. , as a middle person, would have to 1) agree to the purchase of the building from Mr. Hanson, 2) purchase the Certificate of Participation and/or lease revenue bond and 3) enter into a lease for the building with the City. I discussed Option 2 with Jerry Henricks, H.R.A. Director. He feels that the H.R.A. could be helpful in this project by providing the necessary tools to help the City meet its goals on space needs. In our discussion on Option 2, he also pointed out a potential Option 3. Option 3) The construction of a new building in the City's Industrial Park via the "Certificate of Participation" and/or Lease Revenue Bond. This could be done by updating the previous Space Needs study. This option might provide long range planning for future expansion as the City grows. In order to proceed with any of these options, I'm seeking direction of the City Council. How does the Council want to proceed at this point? In a related matter, the City Council needs to review the status of the Lease with Abe's Auto Body. These negotiations with Mr. Ken Hanson have delayed the Department's planned move, originally scheduled by September 1, 1993. I have been in contact with the owner of Abe's Auto Body. He has agreed to extend our lease to August 31, 1993 (See attached letter) . The possibility of extending the lease has been discussed. Mr. Dick Hansen has indicated that if the lease is to be extended beyond 8/31/93, he would like the lease to extend to March 31, 1994. It is my recommendation that the City Council agree to extend the lease at Abe's Auto Body to 3/31/94 to allow time to complete negotiations with Mr. Ken Hanson and the H.R.A. regarding the "Certificate of Participation". -7.'/%1=1"/CoieLl Thomas J. Kaldunski, P.E. Director of Public Works/City Engineer cc: file Larry Thompson Jerry Henricks Wayne Henneke TJK Russ Matthys Benno Klotz Jerry Bauer June 1, 1993 City of Farmington 325 Oak St . Farmington , Mn 55024 Attn . Russ Matthys - _ at 3360 220th . Re: Lease extension of ABH Properties building St . W . , Farmington . Dear Russ, o This is to confirm my verbal approval t ertenove our nlease agreement until August 31, 19 93 on property . Also I would like to clarify that this agreement requires a both parties . I am actively 90 day notice of intent by Cityhas any intention to extend, 3r,enew, looking for a tenant at this time for a Sept 1, or3 erin . If the a or terminate this lease at the end of its term, Aug. please advise me as soon as possible . le Thank you for your prompt attention to this matter. 26&40( Sincerly; edit -Hansen- Fartner ABH Properties 4482 Clover Ln . Eagan MN 55122 AGENDA REQUEST FORM lien' No Name: Larry Thompson ' Department: Administration 0 �� -, Le Date: June 1, 1993 'Yrs l~ ' Meeting Date: June 7, 1993 Category: Add On Subject: Consider ALF 5 Year Plan £ Explanation: Per request of ALF Director. Reference Material/Responsibilty Plan - Larry Thompson Referred To: (Name) Department Larry Thompson Administration Dan Siebenaler Police Ken Kuchera Fire ,/144 69"78414 - Signature $AMBULANCE 14200 Cedar Avenue South Apple Valley, Minnesota 55124 Phone-612/431-8887 MEMORANDUM To: Larry Thompson,City Administrator From: Kevin J.Raun,Ambulance Director Date: May 27, 1993 Subject: ALF Ambulance Five Year Plan The ALF Ambulance Executive Board at their meeting on May 25, 1993 received and reviewed an updated copy of the Ambulance Five Year Plan covering the period of 1995 to 1999. The Board has requested that this plan be circulated to the member cities for review and comment as appropriate by your council and city staff members. The Board upon review has amended two items: Page#4,Proposed Capital Equipment Purchases.Item#14 The purchase of(1)laser printer is corrected to an amount of$1,000. Page#4,Proposed Capital Equipment Purchases,Item#25 The purchase of(4)tympanic thermometers was recommended to be placed in the 1993 budget for capital purchases. I have also attached a copy of a memo dated May 21, 1993,which was distributed to the Executive Board which explains the various areas of the Five Year Plan. The Board will again consider this document at their June 22, 1993 Board meeting. If you should have suggestions or comments for this plan please respond back to me by June 21, 1993 and I will see that those comments are forwarded on to the Board. Once all comments and suggestions are received they shall be presented to the Board and a final plan will be drafted. Thank you! 14200 Cedar Avenue South Apple Valley, Minnesota 55124 Phone-612/431-8887 MEMORANDUM MEMO TO: ALF Ambulance Joint Powers Board FROM: Kevin J. Raun, Ambulance Director SUBJECT: ALF AMBULANCE FIVE-YEAR PLAN DATE: May 21, 1993 Attached hereto is a revised and updated draft of the Ambulance Five-Year Plan covering years 1995 - 1999. This draft document is for review and discussion by the Executive Board. The charge of this plan is to help organize and project future major equipaent purchases and staffing needs. This i planalsolooks at projected budgets udge anticipate,revenues for the five-year period. B y knowing what expect will allow for the appropriate and continuous delivery of emergency medical services to our member communities. This strategic planning becomes an important element to our program in helping to ensure fiscal responsibility while maintaining an appropriate service level. The following is a general overview of the plan. I will explain the various sections of the plan and cite the rationale used in the construction of this draft document: BIOGRAPHY The year 1995 will mark the beginning of ten years of service to our communities. This section takes the reader through those years to see the various growth and changes ALF has experienced. A. Proposed Capital Equipment Purchases This section identifies the future equipment needs of the service. Items are identified under the year in which their purchase is projected to occur. c u ah iteitem is assigned a number, short description of the capital asset, p year, • and budgeted cost. • To obtain the cost of a particular item various vendors are contacted to quote current market prices. The item is then given an estimated inflation value for the year in which it is intended to be purchased by examining past market trends. It should be noted that durable medical equipment has a higher inflation index than does general durable products. This is probably of no surprise to anyone. ALF Ambulance Five-Year Plan May 21, 1993 Page 2 FIXED ASSET REPLACEMENT RATIONALE This section identifies by number the correlating fixed asset and gives a brief description and/or need for the item's projected purchase. B. Proposed Staffing This section identifies future staffing needs of the ambulance service. As the Executive Board is aware, we have relied on subjective data collection to plot our future growth trends. This, coupled with our member cities' own projections for demographic changes, has helped to ensure we are meeting the service needs of our citizens. Board policy is also a major factor in determining our staffing needs. Historically, the Board has always insured appropriate staffing and training levels with regard to personnel coverage. During this five-year period significant changes and expansion to our staffing are projected. This area should be scrutinized by the Board to ensure that these projected staffing and operation levels meet with Board goals. C. Proposed Budgets This section attempts to predict our budgetary needs for the coming years. The ambulance service deals with a significant annual budget. In 1995, the budget will exceed $1 million annually. This section divides out the major areas of our operating budget to identify the expenses associated to each. Budget projections were arrived at by using the 1994 approved budget and then adding 3% inflation for salary increases and 4% inflation for operations and purchase of supplies. Bad debt is calculated at 12.5% of total gross ambulance fees. In years when staffing and/or equipment additions were to occur, they were calculated at their projected values for that given year. The Board is cautioned that while we strive for only 3% and 4% inflation added to any expansion of services, this has not always been the case. Costs associated with personnel have historically had the tendency to rise the sharpest out of any of the major expense areas. D. Proposed Revenues and Subsidies This section shows future population forecasts and our anticipated revenues which are derived from several sources. The largest revenue base is user fees. Population forecasts are done using the 1990 Federal Census as our base, Metropolitan Council estimates for current years, and city data pertaining to past and projected issuance of building permits. Service area townships are not included in these numbers. In 1997, it is estimated the static population of the ambulance service area (including three townships) will be 100,000 people. ALF Ambulance Five-Year Plan May 21, 1993 Page 3 This plan calls for the stabilization of City subsidy payments at $.50 per capita over the five-year period. This means that our fund balance (instead of subsidy amount) will experience fluctuations from year to year. depending on projections for expansion of the service or the amount projected for capital purchases. The Board will want to examine this section closely and ensure executive policy direction to affirm the goals of the Board. Total transports are based on past experience which allows for 2.3 patient transports per 100 of population. This figure coupled to projected average revenue per call allows us to forecast anticipated user fees for a given year. SUMMARY OF FIVE-YEAR PLAN This page is designed as a condensed synopsis of the entire plan. At the Board's direction, this draft document may be reviewed for comment by staff and Council from the member cities. Once all interested parties have had an opportunity to comment on the plan, all needed changes can be made and final plan completed for Board review and ratification. Please fell free to call me with any questions or comments you may have. KR:pf Attachment i*g A.L.F. AMBUL NCE FIVE-YEAR PLAN 1995 - 1999 Ogg Revised: May 25, 1993 INDEX PREFACE 1 BIOGRAPHY ' 2-3 CAPITAL EQUIPMENT PURCHASES 4-5 FIXED ASSET REPLACEMENT RATIONALE 6-9 PROPOSED STAFFING 10-11 PROPOSED BUDGETS 12 PROPOSED REVENUES AND SUBSIDIES 13 SUMMARY OF FIVE-YEAR PLAN 14-15 A.L.F. AMBULANCE FIVE-YEAR EQUIPMENT AND PERSONNEL PLAN PREFACE This document has been prepared for the ALF Ambulance Board to assist them in the planning process for the future growth of the ALF Ambulance Service. It is well known that the Cities which comprise the ambulance service area are growing at a very rapid pace and it appears residential and commercial growth will not be slowing for some time. Metropolitan Council estimates currently place the entire ambulance service area population at just over 85,000. This plan will outline proposed major equipment purchases, staffing needs, projected operating budgets, and revenues for the five-year period covering 1995- 1999. All budget computations have been calculated as accurate as possible, but the reader should be cautioned that these amounts are extremely vulnerable to inflation and other market factors. ALF Ambulance is currently in a growth phase and this plan allows for an orderly growth as well as replacement needs for aging equipment. The goal over this five-year period is to ensure the service is able to respond on demand to normal call loads as well as maintaining our vehicles and capital equipment in a reasonable manner to the demands and needs of our service. The Operations Board is committed to providing quality emergency medical services for the residents of our area and in that endeavor it may be necessary to review and update this plan on an annual or as needed basis. l BIOGRAPHY 1986 January: ALF Ambulance begins operations with six full-time paramedics and one Ambulance Director. ALF Ambulance maintains two fully- equipped licensed advanced life support ambulances. One unit operational 24 hours a day. June: Four part-time paramedics hired to cover vacation and sick time leave. Additionally utilized as on-call paramedics. October: Five additional part-time paramedics hired. Staff of nine part- timers utilized to staff second ambulance for a power shift. Second unit is operated four days a week, eight hours a day. 1987 January: Service area coverage and staffing remains at same level as that of October 1986. One full-time paramedic promoted to Ambulance Supervisor/Paramedic. 1988 January: Five additional part-time paramedics hired. Staff of 14 part- timers utilized to staff second ambulance for a power shift. Second unit is operated seven days a week, eight hours a day on weekdays and ten hours a day on weekends. One more full-time paramedic hired to cover full-time leave and power shifts. August: A third fully equipped ambulance is purchased. 1989 January: Four additional full-time paramedics hired. One ambulance operated 24 hours a day with a second ambulance operated 16 hours a day (0700 - 2300 hours), seven days a week. Staff of six part- time paramedics for on-call status to cover vacation and sick time leave. 2 1990 January: Service area coverage and staffing remains at same level as that of 1989. One full-time paramedic promoted to Ambulance Supervisor/Paramedic for a total of two shift supervisors. February: One paramedic is placed in the position of Community Education/ Promotions. Responsibility includes coordinating and conducting first aid and CPR training for citizens and allied first responder personnel. This position also covers open shifts due to leave requests and/or training needs of other personnel. April: One of the original two ambulances purchased by ALF, Medic Unit 11--1985 Ford Type III, is completely repowered and refurbished at just over 125,000 miles. 1991 January: Service area coverage and staffing remains at same level as that of 1990. One full-time paramedic promoted to Ambulance Supervisor/Paramedic for a total of three shift supervisors. April: Community Education/Promotions position deleted following resignation of a full-time paramedic. July: One casual on-call paramedic hired to cover vacation/sick time leave. This brings our part-time roster to eight paramedics. 1992 January: Service area coverage and staffing remains at same level as that of 1991. One full-time float paramedic position hired to cover open shifts due to leave requests and/or training needs of other personnel. This position is also responsible for Community Education/Coordination needs. April: The second of our original two ambulances purchased by ALF, Medic Unit 12--1985 Ford Type III, is completely repowered and refurbished at just over 132,000 miles. 1993 January: Service area coverage and staffing remains as that of 1992. 3 , FIVE-YEAR PLAN A. PROPOSED CAPITAL EQUIPMENT PURCHASES ITEM J'URCHASE YEAR COST 1. Repower/Refurbish Medic #10 1995 $ 19,600.00 2. (3) Portable Radios 1995 3,000.00 3. (3) Pagers 1995 1,500.00 4. (1) M.A.S.T. Suit 1995 600.00 5. (1) EKG Monitor/Defibrillator 1995 10,800.00 6. (1) Video Camera 1995 1,200.00 7. (3) On-Board Vehicle Computers 1995 15.000.00 Printers and Software TOTAL 1995 $ 51,700.00 8. (2) Portable Oxygen Units1996 $ 1,200.00 9. (1) Battery Support System 1996 2,250.00 10. (1) EKG Monitor/Defibrillator 1996 11,150.00 11. (2) Pagers 1996 1,000.00 12. (1) Portable Suction Unit 1996 850.00 13. (1) M.A.S.T. Suit 1996 700.00 14. (1) Laser Printer 1996 2,100.00 15. (1) Misc. Office Furniture/20" Television 1996 650.00 16. (1) Pro Splint Set 1996 450.00 TOTAL 1996 $ 20,350.00 17. Re-chassis/Remount Medic #11 1997 $ 60,500.00 18. (3) Portable Radios 1997 3,500.00 19. (2) Backboards 1997 750.00 20. CPR Manikins 1997 2,500.00 21. (1) VHF Mobile Radio 1997 5,500.00 22. (1) UHF (Medical) Mobile Radio 1997 6,000.00 23. (1) Cellular Telephone 1997 900.00 TOTAL 1997 $ 79,650.00 24. (4) Flashlights 1998 $ 450.00 25. (4) Tympanic Thermometers 1998 1,850.00 26. (2) Soft Pack Medical Kits 1998 550.00 27. (2) Pagers 1998 1,100.00 28. (2) Portable Oxygen Units 1998 1,200.00 29. (2) Pro Splint Sets 1998 900.00 30. (2) Backboards 1998 750.00 31. (1) Computer 1998 2,400.00 32. (2) Misc. Office Furniture/Rocker-Recliners 1998 1,100.00 33. (8) Misc. Office Furniture/Conference Room 1998 1,200.00 Chairs 34. (5) Misc. Office Furniture/Office Chairs 1998 1.250.00 TOTAL 1998 $ 12,750.00 4 t' FIVE-YEAR PLAN A. PROPOSED CAPITAL EQUIPMENT PURCHASES (Continued) ITEM PURCHASE YEAR COST 35. Re-chassis/Remount Medic #12 1999 $ 66,400.00 36. (1) VHF Mobile Radio 1999 5,700.00 37. (1) UHF (Medical) Mobile Radio 1999 6,300.00 38. (1) Cellular Telephone 1999 950.00 39. (1) Video Cassette Recorder 1999 325.00 40. (2) Soft Pack Medical Kits 1999 600.00 TOTAL 1999 $ 80,275.00 5 FIRED ASSET REPLACEMENT RATIONALE 1995 Item 1. Repower/Refurbish Medic #10 Repower/refurbishment. of an ambulance is estimated to be done at 100,000 miles. It is possible that more or less miles may be obtained before a unit is ready for refurbishment. Refurbishment is contingent upon the overall chassis condition of the unit. If a chassis is found to be in poor repair/condition, it may be more prudent to opt for a new chassis remount. A refurbished vehicle should be able to obtain an additional 80,000 to 100,000 miles of use. This unit was originally purchased in August of 1988. 2. (3) Portable Radios Our portable radios have an estimated life expectancy of seven years. By purchasing three new portable radios at this time, we will assure ourselves of having viable radios at all times. Older radios will still be used in back-up roles. Presently, some of our original radios are still in service which would make them ten years old this year. 3. (3) Pagers Our pagers are used on a daily basis. Therefore, they do experience wear and tear associated with that use. Due to the age and use of these pagers, it is prudent to replace pagers periodically. 4. (1) M.A.S.T. Suit One of our M.A.S.T. suits was initially put in to service on 1/1/86. At that time, we expected to receive four years of service from each M.A.S.T. suit. Although we have gotten more service from this piece of equipment, it does receive hard use on critical patients and is due for replacement. 5. (1) EKG Monitor/Defibrillator Replacement of an EKG Monitor/Defibrillator with upgrade to Life Pak 11. This will enable us to use cardiac transcutaneous pacing on patients with life threatening cardiac rhythms. One of our oldest Monitor/Defibrillators will be redesignated as a spare unit for backup in the event of mechanical failure for one of our primary units. 6. (1) Video Camera We currently do not own our own video camera, and we have found more and more uses for a camera in-house. Presently, we have been able to borrow a camera from other agencies but if the camera is in use we have nothing for our needs. 7. (3) On-Board Vehicle Computers. Printers and Software It is without a doubt, computers are valuable tools. We have identified a need to place and use computers on our duty units for a variety of purposes. Our plans for computers would reduce most of our paperwork and increase productivity of our personnel. Policies, procedures, disaster plans and forms are just some of the areas where we would utilize this electronic technology. 6 1996 Item 8. (2) Portable Oxygen Units This is to replace the original equipment, initially expected to be in service four years. 9. (1) Battery Support System By 1996, our original battery support system will have been in service ten years. This is a critical piece of equipment to insure proper operations of our EKG Monitor/Defibrillators. 10. (1) EKG Monitor fibrillator This is to replace and upgrade one of our original Monitors to a Life Pak 11, which will allow us to provide cardiac transcutaneous pacing to our patients. With this purchase, all ALF Ambulances will carry the latest in state-of-the-art EKG monitors which will allow for 12 lead field EKGs and cardiac pacing, older monitors (Life Pak 5) will be used in a back-up role, sold, or traded depending on market conditions. 11. (2) Pagers This is the continued replacement program for our older radio pagers. Pagers are used to alert crews of incoming emergency calls. 12. (1) Portable Suction Unit This is a replacement unit for an aging suction unit which will have eight years of use at replacement time. 13. (1) M.A.S.T. Suit This is a replacement M.A.S.T. suit to replace a service start-up original. 14. (1) Laser Printer This will replace a five year old dot/matrix printer that is very slow. This printer would also network with vehicle on-board computers for quicker printing of larger projects. 15. (1) 20" Television/Monitor This is a replacement unit for a television that will be approximately ten years old. The unit will also be utilized for reviewing training tapes. 16. (1) Pro Splint Set This is a replacement set for our most commonly used splints. 7 1997 Item 17. Re-chassis/Remount Medic II Re-chassis/remount of an ambulance includes the remounting of the patient module onto a new vehicle chassis. The patient module can either be totally or partially stripped depending on refurbishment needs of the unit at the time. This unit will be nearly twelve years old at the scheduling of the re-chassis and will have approximately 250,000 miles on the entire unit. 18. (3) Portable Radios Our portable radios are an important part of our ability to communicate with dispatch. Initially, these radios were expected to be in use for seven years. This ensures continuous replacement and upgrade of our radio equipment. 19. (2) Backboards This is to replace backboards initially put into service in January, 1986. Service length was anticipated at seven years. 20. CPR Manikins These are replacement CPR and airway manikins that are necessary to continue quality education programs for the public and our allied first responder agencies. 21. (1) VHF Mobile Radio This radio is used for communications with our Apple Valley and Lakeville Dispatch Centers as well as a variety of communication needs. 22. (1) UHF Mobile Radio This radio is used for medical communications with hospitals and networks with a variety of medical resources. 23. (1) Cellular Telephone This is a replacement phone for an original unit purchased in 1987. 1998 Item 24. (4) Flashlights These are replacement flashlights for originals purchased at start up. 25. (4) Tympanic Thermometers This is a new style thermometer which is safe for taking patient tempera- tures while the ambulance is in motion. 26. (2) Soft Pack Medical Kits These are a new style replacement medicine kit for use in our ambulances. 8 27. (2) Pagers These two pagers are replacements for older pagers. 28. (2) Portable Oxygen Units These are replacement units for older portable systems. 29. (2) Pro Splint Sets These are replacement sets. Through the years, with usage, these splints become worn or damaged and no longer usable. 30. (2) Backboards These are scheduled replacement items. 31. (1) Computer Our original computer will be over seven years old. This purchase will be a replacement if necessary or if the existing unit is still viable it will "be placed into another type of service duty. 32. (2) Rocker/Recliners This is replacement furniture for two existing rocker/recliners in the ambulance quarters. 33. (8) Conference Room Chairs This is replacement furniture. 34. (5) Office Chairs This is replacement furniture. 1999 35. Re-Chassis/Remount Medic 12 Re-chassis/remount of an ambulance includes the remounting of the patient module onto a new vehicle chassis. The patient module can either be totally or partially stripped depending on refurbishment needs of the unit at the time. This until will be fourteen years old at the scheduling of the re- chassis and will have approximately 250,000 miles on the entire unit. 36. (1) VHF Mobile Radio This is a replacement radio for original radio equipment. 37. (1) UHF Mobile Radio This is a replacement radio for original equipment. 38. (1) Cellular Telephone This is a replacement cellular telephone for original equipment. 39. (1) Video Cassette Recorder This is a replacement unit for one of our VCR's which will be ten years old during this year. 40. (2) Soft Pack Medical Kits These are replacement medical/drug packs. 9 SPECIAL NOTE This schedule represents the prudent replacement or addition of capital purchases to our inventory. If it is found that an item does not need replacement due to its condition or the addition of new equipment is not necessary, those purchases will not be made. This schedule becomes a tool to allow us to reasonably project our future capital purchases. B. PROPOSED STAFFING STAFFING LEVEL 1995 (1) Ambulance Director/Paramedic (3) Ambulance Supervisors/Paramedics (3) Full-Time Paramedics (24-Hour Shift) (4) Full-Time Paramedics (16-Hour Shift) (2) Full-Time Paramedics (8-Hour Shift) (1) Full-Time Paramedic (Float) (7) Part-Time/On-Call Paramedics Expand staffing coverage to allow for a third (power shift) ambulance. This unit would be proposed to operate five days a week, eight-hour shifts (6:00 p.m. - 2:00 a.m.) . Personnel working this shift may opt to cover available open shifts for additional hours. When three ambulances are in operation, one unit will be dedicated to assigned locations in each member city. Appropriate mid-line coverage points for one and two unit call engagement shall be designated. When two units are in operation, it shall be at the 1994 staffing and operation level. YEAR STAFFING LEVEL 1996 (1) Ambulance Director/Paramedic (3) Ambulance Supervisors/Paramedics (3) Full-Time Paramedics (24-Hour Shift) (4) Full-Time Paramedics (16-Hour Shift) (2) Full-Time Paramedics (8-Hour Shift) (1) Full-Time Paramedic (Float) (7) Part-Time/On-Call Paramedics Continue to maintain staff and hours of operation at the 1995 level. Examine the need for power shift coverage on two open days of schedule by part-time personnel. 10 STAFFING LEVEL 1997 (1) Ambulance Director/Paramedic (3) Ambulance Supervisors/Paramedics (3) Full-Time Paramedics (24-Hour Shift) (8) Full-Time Paramedics (16-Hour Shift) (1) Full-Time Paramedics (Float) (8) . Part-Time/On-Call Paramedics If call data indicates, our staffing should be expanded to allow for increased operations coverage. Area coverage would be proposed to be one 24-hour ambulance (7:00 a.m. - 7:00 a.m.); one 16-hour ambulance (7:00 a.m. - 11:00 p.m.); and one 16-hour ambulance (3:00 p.m. - 7:00 a.m) . All three units would operate seven days a week. This operation profile would afford the service area two unit 24-hour coverage and third unit 8-hour coverage during peak call load periods. When three ambulances are in operation, one unit will be dedicated to assigned locations in each member city. It should be noted this staffing plan is viewed as optimal to ensuring the most efficient and effective coverage for the ambulance service area, based on area population and demographic forecasts for that year. R STAFFING LEVEL 1998 (1) Ambulance Director/Paramedic (3) . Ambulance Supervisors/Paramedics (3) Full-Time Paramedics (24-Hour Shift) (8) Full-Time Paramedics (16-Hour Shift) (1) Full-Time Paramedic (Float) (8) Part-Time/On-Call Paramedics Continue to maintain staff and hours of operations at the 1997 level. 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