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Home My WebLink About07-30-2002 Council Work SessionCouncil Work Session 5:30 p.m., Tuesday, July 30,2002 Orono City Council Chambers AGENDA 1. Crystal Bay Road Lots and Docks 2. Update RE: Fire Service Issues A. Maple Plain Fire Service Agreement B. Long Lake Fire Service Agreement C. Mound Fire Station D. Fire District 3. Planning Conunission Alternates 4. Planning Commission Vice-Chair 5. City Representatives on Fire Service Commissions 6. Budget Worksession Dates 7. Big Island Neighborttood Meeting Info 8. City Hall Landscaping 9. Clarification of Ice Arena Sewer and Water Comiection Charges 10. Update RE: Highway 12 Turn Back A. Process for development of a plan for the functionality and character of the roadway 11. Other \k TO: Mayor Peterson and Council Members FROM: Ron Moorse, City Administrator DATE: July 30.2002 SUBJECT: Maple Plain Fire Service Agreement Status The City of Maple Plain recently provided its contracting cities with a letter officially cancelling the current fire service contract effective January I, 2003. Maple Plain has also provided a proposed revised contract for 2003. The proposed contract is similar to the one proposed by Maple Plain in 200 1, regarding which the contracting cities have voiced strong concerns. There are several significant issues that would need to be resolved before any of the current contracting cities would enter into a fire service agreement with Maple Plain. The contracting cities will continue to try to work out a mutually acceptable solution with Maple Plain. In the meantime, all cities are in the process of arranging for alternative fire service delivery for those areas currently covered by Maple Plain. For Orono, the area currently covered by Maple Plain could be adequately covered by the Long Lake Fire Department.I .! ■ t' . fr 1; J -:i. i f’ City of Maple Plain Street Addnss 1620 Maple Ave. Maple Plain, MN 55359 Mailing Address P. O. Box 97 Maple Plain, MN 55359 July 25,2002 a *•> The Honorable Mayor and City Council CityofOrono PO Box 66 Crystal Bay, MN 55323 RE: Fire Services Dear Mayor and Council: 2003 Fire Department Budget Attached is the 2003 fire service budget. We are glad to tell you that the Fire Department Operating Budget has decreased by 5.41% from last year. This is a $15,880 saving over the 2002 adjusted budget. The Fire Department Capital Budget has increased because of the purchase of the ladder truck that was approved by you and the other customers when Chief David Eisinger presented it to you last year. We were fortunate to be able to secure financing for the truck from the Bank of Maple Plain at a very favorable tax-exempt lease purchase rate. Unfortunately, the term was shorter than we expected so the annual payment is slightly elevated. However, thanks to a diligent Fire Department, the projected cost of the 800 MHz radio systems has been reduced by $30,000 from what we projected and provided to you last year. So the overall Capital Budget is very close to the projections we gave you last year. The 2003 Capital Budget is $60,700 for the ladder truck and S1,132 for the 800 MHz radio systems. The bottom line is that the Operating and Capital Fire Department Budget is increasing by $1,264 over the 2002 budget. City Costs City costs, such as the cost of the audit, payroll costs, accounting costs, interest on the cost of funds between when we disburse the funds and when we are paid by the customer, general city administrative costs performed by the Clerks Office and other related costs have never been charged to you. Over the years the City of Maple Plain has funded and absorbed these costs. You will note in the Fire Department Operating Budget that there will be no charge to you for professional services under the new contract as was allowed under the old contract. These costs Telqihoiie 763-479-05 IS • Fax 763-479-0519 e-mail dtvhalKaimaoIeolaOT.com • www.maoleolaln.com will also be absorbed by the 10% City Administrative costs. The new contract recognizes (hat these are real service costs that should be shared. In light of this there will be a charge of 10% of (he Fire Department Operating Budget for City Administration costs starting in 2003. I have provided a preliminary work sheet based on last year ’s distribution percentages to help you estimate what your costs could be. Unfortunately, the County is still working on the 2003 Estimated Market Values for the fire service area but we should have those values soon. Your distribution amount will change based on these new estimated market values. As soon as we receive the values from the County, the staff will redo the distribution and send it to you. The Operating Budget has several adjustments that I would like to discuss with you. 1. The pension fund contribution has not been increased from what it was in 2002. We feel that this is a disser\ icc to our fire fighters in that we have one of the lowest contributions in the area. We have not adjusted the payment to the fire fighters since 2000. We decided to keep the contribution to the pension fund the same because of the e.xtra burden it places on you our customers. However, we will need to adjust this in the future. 2. We expect insurance to increase in 2003. Like you, we purchase insurance from the LMC Trust. They have indicated to us that liability and property damage insurance will increase from 4% to 7% next year. They are expecting Workers Compensation to increase by 10%. 3. We have established a new budget category called a Replacement Repair & Maintenance Reserve Contribution. This reserve fund is for major equipment repairs and minor equipment replacements that are not covered by insurance. For example this year Tanker Number 12 blew its engine and we needed to have the engine rebuilt. In the past the City of Maple Plain has funded these emergency costs but we were not reimbursed for your share of the advancement of funds until after the audit up to a year and a half later or longer. We plan to maintain this fund at about $35,000. 4. The Chief and 4 OtTicers lead the Department. We have decided to increase the amount we pay the Chief and Officers from a total of $4,950 to a total of $6,450. They have not received an increase since 1999, yet their responsibilities have substantially increased during this period of time. We have also decided to increase the amount that we pay our 23 and soon to be 24 fire fighters. This is a total increase from $48,000 to $60,000 or an average of $500 per year for each fire fighter. Like the officers the fire fighters have not received an increase since 1999. Although the fire fighters will be paid more per hour per call than the other area departments, the Officers and Chief are paid less. So the comparative costs are not substantially different. It is to the credit of the Officers and Chief that they aic willing to take less so the fire fighters are paid more. The information we provided to you last year indicated that we were planning these increases. We assume because we gave you ample time to consider the increases that you have budgeted for them and they are not a surprise to you. Also, we did not receive any objections last year when we presented the planned increases to you. You have indicated to me and the City Council that you think the level of service from the Fire Department is excellent and you have continuously praised these dedicated individuals for their fine service. We share this belief. It is hypocritical to say that the ser\'ice is excellent and to praise the dedication of these fine volunteers and then not expect to compensate them for their service. If we want good dedicated fire fighters we need to provide some limited but real benefits. Like all of the departments in the area we have experienced recruitment problems. We have to provide good equipment, good training, a good pension fund and adequate compensation if we expect to retain and recruit fire fighters. A lesser approach to emergency ser\'ices will only result in a diminished level of this vital scr\'ice. Fire Scr\'ice Contract I recently sent to you a new fire serv ice contract. We have experienced too many problems with the 1978 contract and felt that we could avoid these problems with this new contract. We would be glad to discuss this new very fair contract with you. However, we are not interested in a joint ownership of the Maple Plain Fire Department. We have given you inexpensive ser\'ice for decades; at a comparative cost less than you could receive from any other fire department and at a cost much less than you could provide the same level of service yourself. We have brought you into our planning and budgeting process and the Chief has been forthright about the future needs asking you about them and getting your verbal approval before major purchases occurred. You have asked us to keep our cost as low as w’e can and we have respected your budget situation and actually reduced the Fire Department Operating Budget this year and kept the entire budget very reasonable. We are willing to continue budget discussions with you before we have to certify the budget to the County. If there are any areas where we can reduce costs without reducing the level of service or absorbing the cost that should be shared, we would be glad to discuss them with you. I tfWkJ n -■llA lrt.1P.ArLH Terminatins Existing Contract I have attached a resolution from the City Council terminating the existing contract. This is required before we can enter into a new contract. We are hoping that you see clear and remember the flne level of service that you are and would be receiving by dedicated fire fighters when you enter into a new contract with the City of Maple Plain. sincerely. laA Vigoren, Ma ity of Maple Plai Enclosures; Revised Budget, Resolution terminating the existing contract CC: Fire Chief City Administrator - XJ------- r' Maple Plain Fire Depaftment OPERATINO BUDGET 7/24m ACCOUNT NO*S ACCOUNT 2W2 ADJUSTFD BUDGET 2M3 BUDoer 4??10 101 tos l?4 ISI ?QI 203 3K 303 322 3il 3S3 499 RRE AOMMSnUTION Sataiy CM and Oacsft 8a cwiia iy8anno» riCACiMMaCM AOaotft Fm PitniiQn ConliilMibun Nkturafica * Workoit Comp oaotSuppkot rMwIFonntABoolit RmoiM Toting A Roauri rMMtional Sofvioot pDtIago Cipofito lafofonca - Gonoiol Liab% Intufonoo - AiOomuM Mrtcoionooot AoooMni Total M9S0 12 000 UMO 136.960 UlOO 11600 ten tssoo t2?n I2S •17S0 I8.SO0 I24 370 16.450 12.000 Contract no FICA $493 7 6M $36,068 City A Est Ini. ConfriMlQn $2,116 $400 $400 $5,500 $0 Note: Paid not budQoted $200 $1,673 $14,205 $5,000 42220 103 nREflGHTINQ Solanat A Wdgot Firo Fightan 122 FICA Exponta run Fi^yaoff 216 216 740 499 sao Opofoiont Eipont e Suppiai/Qiofmcaif Tacicol Inif^'raiiKi GirM Mitceteftoeus Otaac aqiapmcMil 194 834 8/S696 Souroa: aH IniMranoa; LMC Alln94irancaincraBiad7%.¥0C 10% Laddar Iruck addad Id aulo insurancA 848000 $60,000 to $4,500 7.65% ti.soo $200 tl.OOU $1,000 13000 $10,000 8*^400 $600 816000 $12,000 NolaJnciydMfurfioulaMr $3,000 Nola.ConIribulidn lo Raiarva Fundr'lviiwwtwili rw r wm^ AocouniTatal 8103.900 891 190 42230 FV€PREVEf4TION 203 riodid Foimt A BooAt 1400 $600 311 GoocM/Educoaon 8200 $1,200 362 MAcIntomiaaon 81.100 $1,000 499 Mwcainnaouf 8160 $200 AoxniN Total 81860 83.0U0 42240 nRETRANt40 208 Tiammg A bnt 81.000 $2,000 331 Tftatal Contatnnca School 16600 $3,000 433 Duat A Subtcnpiont 81.200 $1,200 499 MucnOanaoiii 8400 $400 680 OM aqiapmafa 8300 $300 Account Total 89 400 01900 AirPacItt Pi«a1or2 4?7S0 f 84E COMMUriCATK04S 221 Rapaa a Moiwienenco 1500 $500 m Radm 4 Pagart 12.500 $3,000 410 EguipmaiiiRanidi 94.000 $8,000 499 4Hoa8Moiit 1200 $200 sao 02Wf MMlflM 9500 $300 Account Total 97.800 912.000 422S0 FftE REPAW SCRVICt 212 MotorFual4Lub«91200 $2,000 221 RapoN to Eqiapment 92.000 $2,000 240 Smoa Took 4 Moiof Eqiopmafa 11.500 $1300 RaptacamaatRapaa 4 Momitfiaiica 404 924000 $35300 499 MtfcaOanaout 9200 $200 SOO CacNhUOuley 92 000 $2,000 AccouniTotal 928.900 942700 C270 FWE MEDICAL SERVICE 215 Suppaof 91.000 91.000 221 Rapaa4Mawtanaaca 9500 1500 240 Smal Toola 4 Mmkm Ettupmant 9500 9500 499 MitcaManaout 9100 9100 500 OaiMiaiOiilav 91500 91.500 AcoounlToiol 93500 91500 42200 F41E STATION BUtDMG 211 91.000 $1,000 223 94 000 $4,000 302 JoiMtofSafvioB 9000 $1,000 321 Talaptwjna 92.000 $2300 352 iMiaanca • PropefV 91.250 $406 301 ElKiiclMV 91250 $4,000 383 GasUMiy 91000 $5300 384 RalutaOitpotal 9150 $150 401 DimMoq bnpffa^manit 91250 $1,250 520 Capool Oolay^ldQ bnpiouamafiit 920000 $22,747 1 Fm Dopt.2003 Accoiinl Total msoo •42.eSJ Total Opofotoig eud9oi l?779»541%Pigo2o(2 CAPITAL BUDGET Loddof Tiyck Loom Po^frawl 800MKiR«lK»t 2005 FoyHMm $00,700 TaxEwfiipi lOyoaf taasai^uidyda $1,132 AuumastwomofOKspaynienl Total CapOil iHvififova $44,002 $330,00$ $01,032 $3M.rn O^kioiiaao Distribution Work Shoot 2003 2002 Budget $339,770 $336,506 City Administrative Co«*10.00%$27,794 $0 Total $367,564 $338,506 Cradte: Insuruace $19,368 $20,382 Hennepin County Park*$1,500 $1,500 Total Credit*$20,868 $21,862 2001 Increase percentage Over 2002 Amount to be disthbuted $346,696 $316,624 Orono 13.3720%$46,360 $42,339 $4,021 Mimetista 76110%$26,387 $24,098 $2,289 Medina 1.4690% $5,093 $4,651 $442 Independence 44.7620%$155,188 $141,727 $13,461 Maple Plain 32.7840%$113,661 $103,802 $9,859 Independence Credit Total BuMing Costs $42,853 $39,250 Independence Share $19,182 $17,569 Independence Atiliusted Distribution Amount $136,006 $124,158 $11,848 Maple Plain A^justsd Distribution Amount $132,843 $121,371 $11,472 Nott indeptndenc* credit* ere the reeuR of the egieement (or PoKce Service* biidng rent 2001 dietnbutton percentage* are used we should have the 2002 percentage* titorliy .. fi O J Member Bliss and moved its adoption; introduced the following Resolution RESOLUTION NO. 02-0723-1 A RESOLUTION TERMINATING THE CONTRACTS FOR FIRE PROTECTION BETWEEN MAPLE PLAIN AND ITS FIRE SERVICE CUSTOMERS WHEREAS, Maple Plain has been providing fire protection services for the cities of Independence, Medina, Orono, Minnctrista and the Hennepin County Park Reserve District under the terms of a fire service contract dating back to 1978; and WHEREAS, Maple Plain has prepared new fire protection service contracts for each of the above contracting entities and has provided each contracting city with a copy of the new contract for execution; and WHEREAS, the new contract, by its terms, will take effect January 1,2003; that the existing contract must be terminated on or before August 1,2002 or it automatically renews for calendar year 2003;and WHEREAS, Maple Plain must cancel the existing fire service contracts so that there is no overlap in contract terms. NOW, THEREFORE, THE MAPLE PLAIN CITY COUNCIL RESOLVES AS FOLLOWS; 1 The existing fire service contracts between Maple Plain and the cities of Independence, Medina, Orono, Minnetrista and the Hennepin County Park Reserve Distnet are hereby canceled. Effective date of said cancellation is December 31,2002. 3.The City Clerk is directed to serve written notice of said cancellation on all contracting parties prior to August 1,2^2. A Dated: July 23, 2002 ATTEST: Clerk The nr otion for the adoption of the foregoing Resolution was duly seconded by Member l^rch ttpon vote being taken thereon, the following voted in favor thereof: Vlgoren, Bliss, Kurch sod and the following voted against the same: Sweeney whereupon said Resolution was declared duly passed and adopted. -2- ■'T . -A . • at•! >. • ‘ -I . 1 i Mapto Ptaln FIra Dapartmmt Draft OPERATtNG BUDGET 7/2MQ ACCOUNT HOtS ACCOUNT ^2210 103 106 122 124 151 201 203 306 307 322 361 363 409 IINIStklATlONFIRE/ Salary Chial and Olhcar s Sacralary Sarvica FICA Expanta Chial 6 Officars Fira Paniion ContribuUon Insuranca • Worfcars Comp Olica Suppliaf Prinlad Forms ft Books Parsonnal Tasting & Recruit Professional Services Postage Expanse InsuraiKa • General liability Insuranca • Automoliva Miscallanaous Account Total 42220 103 122 215 216 240 499 580 580 FIRE FIGHTING Salaries 6 Wages Fire Fighters FICA Expanse Fire Fighters Operations Expanse Supplies/Chamicals Tactical Imp/Protact Gear Miscallanaous Other aquipmant Replacamant Air Pac Contribution Account Total 42230 203 331 352 499 FIRE PREVENTION Printed Forms & Books GoodMIl/ Education Public Information Miscallanaous Account Total 42240 206 331 433 499 500 FIRE TRAINING Training ii Inst. Travel. Conference^ School Dues 6 Subscriptions Miscallanaous Other equipment Account Total 1999 ACTUAL AJUU ACTUAL iMIl BUDGET BUDGET PROMSEO BUDGET $5,550 00 $2,47500 $4,950 $4,950 10,450 2.405.00 2.20500 $2,500 $2,000 $2,000 Canirad no FICA 525.18 2.75357 $4,500 K500 $493 7.9S% 40.86S.00 35,63400 $16,000 $17,600 $33,500 InereaM bMauM kwitimnD 1,19880 1.347.00 $2,100 $1,924 $2,116 1,500.35 1,579.30 $1,500 $1,600 $400 336.66 117.70 $300 $400 $400 1.096 36 3.86100 $5,500 $5,500 $5,500 $9,500 $2,211 $0 Neta:To be Inckida In othara Budget 5741 4.00 $125 $25 $200 Md MM M a 10% aiy chiiBt to ewtonwn 1.501.00 1,57500 $1,750 $1,750 $1,873 lOtoMIncludaaooounltoo, 6,50000 8.10900 $8,400 t8.50Q_$14,295 legal. audg,coneulard and dyadmlnMMIen 464 48 1.569.69 370^$5,000 T 62.003.24 61,230.26 $$>.1^5 i75,330 ~i?2.228 Source: al Insurance: LMC Al tnauranea tocmaad 7%. WC10% Ladder truck added lo auto kiBuranoa i 13.855 88 %33,871.78 $47,050 $48,000 $80,000 $•$0 $4,590 7.65% 2.510,50 1.250 00 $2,750 $1,500 $200 000 000 $800 $1,000 11.000 16.91822 13.46971 $7,000 $10,000 1.544 05 67639 $300 C$3S.4QqJ::7 $400 76.67252 2.952 46 $15,000 $15,000 $12,000 Nola:lnckidas turn aid gear $3,000 Nola.'ConMbidlQlntaReiarviFand T"111,501 iT 52.220 34 $72,966 $107,900 $91,lte tor Mura pufchaai AlrPaeba $71771 $•$400 $400 $800 0.00 0.00 $200 $200 $1,200 0.00 1.16891 $1,000 $1,100 $1,000 24000 000 $100 $150 T 957.) 1 T 1.16891 li.>6o $1,850 $i.oo6 95000 $1,000 $2,000 $3.98401 $3.890.70 $6,500 $6,500 $3,000 3,289.81 1.726.00 $1,100 $1,200 $1,200 24266 501.38 $100 $400 $400 397 75 0.00 $300 $300 $300 Paialaf 7:914 23 $18.000 r- 42250 fm£C0MfyKINtCATI0HS 221 RcfiMr it Maintafi«nc«$49581 $408 22 $500 $500 $500 323 RidioftPagtri 2,287.24 1.34018 $2,600 $2,600 $3,000 410 EquifMiitnl RtnItI 1.665.70 1.430.09 $4,000 $4,000 $8,000 499 Miictlliniouf 000 000 $150 $200 $200 580 Othtr •QuifMnant 000 000 $500 $500 $300 Account Tolit i 4.44875 i 3.178 49 i7.7$0 i>.800 $12,000 42260 FIRE REPAIR SERVICE 212 Motor Fuol it Lubt $1.693 50 $2,319.34 $2,700 $3,200 $2,000 221 Ref>oir to £(|uipmont 3.29566 240 46 $1,200 $2,000 $2,000 240 SmaM Tools it Minor Equipmtnl 64 50 1.067 88 $500 $1,500 $1,500 Roplactmcnt Repair & Mainttnanco ^$3sm.404 Rastfva Contribution 15.17285 4,81948 $9,000 $20,000 499 MiKfllanaoui 27 56 57325 $100 $200 580 Capital Outlay 4.26000 1,65000 $1,000 $2,000 $2,000 Account Total i 24.51407 i 10.670 41 $14.^$28,900 $42,700 42270 FIRE MEDICAL SERVICE 215 Supplies $000 $400 88 $150 $1,000 $1,000 221 Rei^ir it Maintenance 80 56 000 $200 $500 $500 240 Small Tools it Minor Equipment 0.00 000 $200 $500 $500 499 MIsceltanfous 000 33 87 $50 $100 $100 580 Capital Outlay 000 2.50000 $500 $1,500 $1,500 Account Total i 80 56 $2.934 75 ll.ioo $3,600 i3.600 42280 FIRE STATION BUILDING 211 Ctaanmf Supplies %27046 $753 02 $200 $1,000 $1,000 223 Building Maintenance it Repairs 537855 3004 55 $3,000 $4,000 $4,000 302 Janitor 230 719.43 $600 $800 11.000 321 lelephone 116319 1164.16 $1,300 $2,800 12.800 362 Insurance • Property 1041 1097 $1,250 $1,250 $406 381 Electric Utility 2781.66 280003 $3,000 $3,250 KOOO 381'Gas Utility 2541 21 3905.41 $4,500 $5,000 $5,500 384 Reluse Disposal 13.94 47.34 $110 $150 $150 401 Building Improvements 0 0 $1,000 $1,250 $1,250 520 Capital Outlay-Bldg Improvements 7225 14366 68 $17,500 $20,000 $22,747 1 Account Total i 20.64501 i 27,857^2 $32,460 $39,5oO $42.8^ Total Operating Budget $232,065 $166,329 $195,535 $274,280 $274,470 RrtDi^ 0.07% DicfiMi Pi0t2of3 4 FIraDtpl Draft CAPITAL BUDGET Ladder Truck Lease 800 MH2 Radios Cost $585,000 $50,000 Total CapICal Improvements Total Fire Department Budget 200$ Payment $60,700 Tax Exempt 10 yeer leaae/jpurchaae $1,132 Assumes tMornoriths payment on radios $61,832 |8$5.000 coy Administrative Cost Includes Legal accl.audd.consullant CNy admin costs Total Cost of Fire Services 10.00% of Fire Depaitment Operating Budget Audit Is est at $1,500 $$36,303 $27,447 22 61% Increase $292,280 $363,750 24.45% Increase ESTIMATED REVENUES State Aid Insurance Fund Hennepin County Park Resent Tax Levy aR Cities $18,500 $1,500 $316,624 $20,826 $1,500 $341,423 7.83% Increiie Page3of3 ^ > .VW. V t ^ W . ji' ' '4r' Mayor Peterson and Council MembersTO: FROM: Ron Moorse, City Administrator DATE: July 30.2002 SUBJECT: Long Lake Fire Service Agreement hi f Additional Language-Long Lake Fire Service Agreement Background The Cities of Medina and Orono have been very pleased with the quality of service provided by the City of Long Lake and the Long Lake Fire Department. In entering into a twenty year agreement for fire service, Orono and Medina need to be assured they will receive high qiiality, cost-dlective, fire service throughout the term of the agreement, and that the agreement clearly sets out the responsibilities and accountabilities regarding ensuring service quality and cost-effectiveness. The delivery of fire service in the west Hennepin County area is currently a subject of considerable interest and concern. The key concern is the effective management of fire service costs. Orono and Medina encourage Long Lake to take a proactive approach to the management of the Long Lake Fire Department, particularly the management of the Department's financial affairs, to enable and ensure continued high quality, cost-effective fire service. Administrative/Managerial Oversight The primary interests of Orono and Medina, in relation to fire service and this service agreement, are high quality fire protection and medical rescue ser\ ices, and efficient and effective management of the fiscal affairs and operations of the Fire Department. The City of Long Lake has the responsibility of overseeing the Fire Department to ensure these primary interests are met. Quality of Oversight Impacts Orono Although the Long Lake Fire Department is operated by the City of Long Lake, whatever occurs in relation to the administration of the Fire Department has a profound effect on Orono in a number of ways. 1. The LLFD serves the largest portion of Orono, If the administration of the Fire Department has an impact on the ability of the Department to provide high quality, cost-effective fire service, this has a significant impact on Orono. 2. Orono is the largest customer of the LLFD, and pays the majority of the costs for both operations and capital needs of the Department. If the financial affairs of the Fire Department are not being managed properly or elTectively, the burden of this deficiency falls primarily on Orono. 3. If the administration of the Fire Department results in the creation of liabilities that have financial implications, these also could have a substantial negative impact on Orono. Fire Department Responsibility and Accountability To provide the structure necessary' to ensure the proper and effective administration of the fiscal affairs and operations of the LLFD, the Long Lake City Council shall put in place, as of the effective date of this agreement, a Fire Ordinance that requires the following: 1. The Fire Chief is responsible and accountable to the Long Lake City Administrator and City Council. 2. The Long Lake firefighters are responsible and accountable to the City of Long Lake as City employees. 3. The policies and procedures required of the operating departments of the Cities of Long Lake and Orono in relation to purchasing, personnel administration, and operations shall be tq)plied to the Long Lake Fire Department. If an officer or employee of the Long Lake FD takes an action that is outside of the policies and procedures referenced in the Fire Ordinance, the Cities of Orono and Medina will have no responsibility, obligation, or liability in relation to the action. Any changes to the Fire Ordinance subsequent to the effective date of this agreement shall require the approval of the Cities of Orono and Medina. Long Lake Responsibility and Accountability When the City of Long Lake, after written notification from the City of Orono and/or Medina of concerns regar ding problems/deficiencies in service, budget management, and/or operations, including failure to follow the policies and procedures regarding purchasing, budget management, personnel administration, and general operations that have been set out and/or referenced in the Fire Ordinanc e, does not adequately enforce its policies, procedures and standards ofoperation in relation to the Fire Department; Orono and/or Medina may, subject to a showing of cause and a 4/5ths vote of the City Council, require the Long Lake City Council to take necessary action to enforce the policies, including disciplinary action against the Fire Chief and/or other ofllcers of the Department, up to and including suspension or termination. If the City of Long Lake fails to take the necessary action, the failure will be a breech of this agreement. Financial Oversight All revenues received, and all expenditures made, by the LLFD, including those related to donated revenues (the "Special Fire Fund") both operating and capital, shall be budgeted and accounted for through the City of Long Lake financial system. All capital expenditures, whether funded through revenues from the Cities, or through revenues from donations or other sources, i.e. expenditures from the "Special Fire Fund", must be approved by a sufficient number of cities to reflect 60% of the regular cost allocation. The annual audit of the Fire Department financial records, which is accomplished as part of the regular city audit process, shall include an audit of the financial records of the Fire Relief Association. Due Diligence The final approval of this agreement shall be conditioned upon the review and acceptance, by the Cities of Orono and Medina, of the items on the Due Diligence Request List. The Cities of Orono and Medina are not responsible or liable for any commitment not listed as part of Long Lake ’s response to the Due Diligence request list. Due Diligence Request List 1. List of all current capital equipment A. Equipment purchased prior to 1993 1 i- 1. i f B. Equipment purchased in 19993 or later 2. List of all current commitments related to the LLFD that will cany into any portion of the term of this agreement. 3. An actuarial analysis regarding the funding of firefighter pensions at the current benefit level. 4. Three year detailed accounting of Special Fire Fund revenues and expenditures. 5. Three year detailed projection of Special Fire Fund revenues and expenditures. 6. An audit of the Long Lake Fire Relief Association financial records for 2001, including the "Special Fire Fund". Fire District Background As the cities of the western Hennepin County area have begun to see substantial increases in the cost of fire service, and particularly as the medium and long range plans of the area fire departments show escalating costs for equipment and facilities, a substantial number of cities have decided to begin the process of exploring the feasibility of establishing an area-wide fire service district. The cities currently involved are: Independence Medina Minnetonka Beach Minnetrista Mound Orono Spring Park Other cities who may be approached to participate include: Delano Long Lake Loretto St. Boni Wayzata As Medina and Orono both receive fire service from multiple fire departments, the concept of a fire service district appears to offer a number of advantages in terms of managing fire service costs over the long term. We encourage Long Lake to participate in the fire district process. Proposed Contract Language: This agreement may be renegotiated or terminated if a majority of the cities in the western Hennepin County suburban area approve, or have developed a plan for, the establishment of a fire district for the provision of fire service to the area. m i TO; FROM: DATE: Mayor Peterson and Council Members Ron Moorse, City Administrator July 30.2002 /r SUBJECT: Planning Commission Alternates The Council, at its July 22 meeting, interviewed four Planning Commission Alternate candidates. They were: “Nancy Moe “Stepl^ie Zugschwert “Jule Hanneford “Rick Windenburg i I r 1 I ' i i i TO: Mayor Peterson and Council Members FROM: Ron Moorse, City Administrator DATE: July 30,2002 SUBJECT: Planning Commission Vice-Chair The Planning Commission has requested that the Council appoint a vice-chair. TO; FROM: DATE: Mayor Peterson and Council Members Ron Moorse, City Administrator July 30,2002 SUBJECT: City Representatives on Fire Service Commissions The Cities of Long Lake and Mound both have Fire Service Commissions that meet periodically to review issues related to fire service provision. Currently, the City’s fire commission representatives are Mayor Peterson and Council member Sansevere. Council members Sansevere and Murphy are proposing that Jim Murphy be appointed as representative to the fire commissions in place of Bob Sansevere. Because the original appointments were made by resolution, the change in representation requires an amended resolution. If the Council is in support of the change, a revised resolution will be brought to the next regular Council meeting. TO: FROM: DATE: Mayor Peterson and Council Members Ron Moorse, City Administrator July 30,2002 SUBJECT: Budget Workscssion Dates Potential budget worksession dates are as follows: (meeting times are 5:30 p.m.) Tuesday, August 13 or Thursday, August IS Tuesday, August 27 or Thursday, August 29 Tuesday, September 3, or Thursday, September 5 For the dates in August, the Thursday evenings may work better than Tuesdays since the preceding Mondays are Council meeting nights. i CITY OF ORONO - MUNICIPAL OFHCES Street Address: 2750 Kelley Parkway Mailing Address: P.O.Box 66 Orono, MN 55356 Crystal Bay, MN 55323-0066 You are in> ited to a Neighborhood Meeting especially for BIG ISLAND PROPERTY OWNERS An opportunity to vbit with City staff about issues affecting Big Island. Date:Wednesday, August 7,2002 Time:7:00 - 9:00 p.m. Place:Orono Council Chambers, 2780 Kelley Parkway (NE corner of Highway 12 and Old Crystal Bay Road) Agenda: At the request of a number of Big Island property owners, the City is hosting an informal neighborhood meeting to discuss a variety of issues that affect Big Island and its residents. Topics for potential discussion include (but are not limited to): ► ► ► ► On>site sewage treatment & disposal Lake access points & use of internal roads and trails Property’ maintenance Zoning regulations Public safety You name it! This is an opportunity to talk with your neighbors and City staff about the unique aspects and challenges of *life on Big Island*. We*d like to hear your thoughts and views on what makes Big Island a wonderful place and how we can work together to keep it that way! For further Information or if you have any questions, please contact Planning Director Mike Gaffron or Septic Systems Inspector Matt Bolterman at the City Offices (952) 249-4600. Fax (952)249-4616 www.cLorono.mn.ns TO: FROM: DATE: Mayor Peterson and Council Members Ron Moorse, City Administrator jB//^ 7 'July 30,2002 SUBJECT: Orono Ice Arena Sewer and Water Connection Charges There is a difference in understanding between the Orono Ice Arena and City staff regarding action taken by the Council related to the sewer and water connection charges for the Ice Arena. In 1998, the Ice Arena was charged $101,880 for its connection to the Highway 12 area sewer and water system. The City agreed to a payment schedule that allowed the charges to be paid over a four year period beginning in 1999, and ending in 2002. In February of2000, the Council changed the sewer and water connection charges from a per-unit fee to a per-acre fee. This substantially reduced the connection charges. The Council directed staff to recalculate the connection charges for the Ice Arena based on this change. Since the Ice Arena had already paid a portion of the connection charges, staff recalculated the charges based on the remaining unpaid balance. The Ice Arena understood the full original amount of the connection charges was to be recalculated. Although there was some discussion about this difference in understanding at some point after the Council’s action, it was not resolved at that time. This issue recently resurfaced when the City sent the final connection charge invoice to the Ice Arena. The Ice Arena believed it had already paid the recalculated charges in full. The unpaid amount is $7,245.58. In order to resolve this difference in understanding, the Council needs to clarify whether the full amount of the connection charges are to be recalculated, rather than recalculating the charges based on the year 2000 remaining balance. 1 ORONO ICE ARENA, INC. SEWER AND WATER CONNECTION FEE 12 UNITS @ S8.490 PER UNIT AS PER THE 1996 FEE SCHEDULE TO BE PAID OVER 5 YRS WITH INTEREST @ 6.00H PER ANNUM INTEREST BEGINNING 2/1/97, FIRST PAYMENT DUE 2/1/97 SCHEDULE REVISED TO 4 YRS BEGINNING 2/1/98 Due date Feb 1.1998 Unpaid Frine Febniarv 2nd $101,880.00 Principal $0.00 Interest ______.Total Due AcV36S Int/dav « Installment unpaid$6,112.80 $0.00 $6.112 80 Nov 12,1998 --4,756.26 (10.330.00)319.06 paid 11/12/98 Dec 31.1998 —-820.62 —1,139.68 Feb 1.1999 76,410.00 25.470.00 535.92 (27.145.60)0.00 paid 02/02/99 DecJl. 1999 --4,170.10 Ml 4.I70.IO • Feb 1.2000 50,940.00 23.470.00 414.50 (30.034.60)0.00 paid 02/01/00 ’ Feb 2a, 2000 otii amced ~«dj (44,290.00)—•• Dec 31.2000 --361.69 —361.69 Feb 1.2001 0.00 6,650.00 33.89 ••7.245.58 Dec 31.2001 —-— Feb 1.2002 ----— Total $57,590.00 $17,405.78 ($67.750.20) $7.245.58 Fund 671 Due date Feb 1, 1998 Unpaid Phnc Febniarv 2nd $64,356.00 1989 Water (12 upits @ $$J63 « $64356)63.17% Principa! $0.00 Interest $3,861.36 Payment $0.00 Nov 12,1998 Total Due $3,861.36 < 3,004.45 Dec3l, 1998 (6,664.44) Installment unpaid 518.38 201.37 paidll/l2>98 Feb 1, 1999 719.75 48,267.00 16,089.00 338.54 Dec 31. 1999 (17,147.30) 2,634.19 <0.00) paid 02/02/99 Feb 1,2000_______ Feb 28,2000 ord anciid 32,178.00 16,089.00 2,634.19 261.83 (^18,985.02) - adj (28,473.00) (0.00) paid 02/01/00 Dec 31,2000 354.81 Feb 1,2001 354.81 0.00 3.705.00 21.41 Dec3l,2001 4,081.22 Feb 1^ 2002 Total $.35.883.00 $10,99497 ($42.796.763 $4.081.21 Due date Feb 1. 1998 Fund6SI__________1989 Sewer (12 Units @ 83^127 « $37,524) Unpaid Princ February 2nd Principal Interest Payment $37,524.00_________$0.00 $2,251.44 $0.00 36.83% Nov 12, 1998 (1)1,751.81 Total Due $2,251.44 < Installment unpaid Dec 31,1998 (3,885.56) 302.25 117.69 paid 11/12/98 Feb 1, 1999 Dec31,1999 419.94 28,143.00 A381.00 197.36 (9,998.30) 1,535.91 (0.00) paid 02J0V99 Feb 1,2000_______ Feb aa, 2000 erdaMd 18.762.00 9,381.00 1,535.91 152.67 » adj (15417.00) (11,069.58)(0.00) paid02A)l/00 Dec 3L 2000 206.88 Feb 1,2001 0.00 206.88 2,945.00 12.48 Dec 31,2001 Feb 1,2002 ' 3,164J6 Total S2L707.00 $6.410.79 ($24.953.443 $3.164.35 Totaoowfici\iMMiii.m