HomeMy WebLinkAbout09-11-2023 Council Work Session PacketCouncil Work Session
Monday, September 11, 2023
5:00 P.M.
Orono Council Chambers,
2780 Kelley Parkway, Orono, MN 55356
WORK SESSION
AGENDA
1. Preliminary Levy/Budget
2024 Budget – Page 1
MEMORANDUM
To: Mayor Walsh and Orono City Council
From: Ron Olson, Finance Director
Subject: 2024 Budget
Date: August 11, 2023
Attachments: 2024 Budget
Work has been progressing on the on the 2024 budget. The draft preliminary General Fund
budget was reviewed by the Budget Committee and was presented to the full council on July 7,
2023. Since that time staff has been updating budget amounts as more current costs have
become available. Tonight’s information is being presented in advance of the adoption of the
preliminary budget and tax levy that will occur on September 25, 2023. By statute, the city must
certify the preliminary tax levy to Hennepin County by September 30, 2013.
There are a couple of variables that could still impact the budget and the tax base.
• Health Insurance – The budget has been created with an assumption that the city
contribution for employee health insurance will increase by $100 per month. We will not
the actual amount of any rate increase from PEIP until the end of September. We have
also request quotes from a number of other vendors and expect to have them any day.
• Property Values – The final property values will not be received from the Hennepin
County Assessor until December. The tax rate calculations are based on the most recent
numbers available and generally do not change significantly in either direction between
now and the final.
The City of Long Lake has provided the draft budget for the LLFD. This budget forms part of the Orono
general fund budget and is funded by the Levy. As currently drafted the Orono portion is $682,638
(Budget at exhibits H and allocations at I). This is a $130,901 (23.7%) increase over the 2023 budget.
The majority of the increase comes in the wages and benefits section of the budget. Part of the increase
is due to an increase in wages and part for duty Crew pay. Orono’s members of the fire Advisory board
have communicated they are in favor of the wage increase. The duty crew program is a new initiative by
the department. Long Lake did provide supporting documentation (attached at exhibit F).
It is important to note the budget and allocation as proposed do not take into account the reduction of the
Navarre service area from LLFD in July of 2024. Both city staffs have agreed the best way to handle that
will be to reduce the 3rd and fourth quarter payments to account for the change. The Orono Fire Advisory
Board representatives are looking for council feedback on this budget proposal. The final LLFD fire
Advisory board meeting prior to the adoption of the preliminary levy and general fund budget is on
September 18th.
2024 Budget – Page 2
Based on the budget Committee’s guidance, the tax information provided with this memo is
based on a levy increase of $1,028,100 (12.3%) and a slight decrease in the rate from 16.53% to
16.52%. Aside from the current operating needs of the General Fund, funding for fire equipment
and city facilities are the greatest current need for increases. Current projections indicate that the
annual levy for the Facilities fund should be $500,000 and for Fire Capital $560,000. In order to
meet these needs, without increasing the overall levy, we are using a combination of transfers
and grant money. This allows the city to gradually increase the levy similar to the way the
Pavement Management levy was gradually increase. Pressure on the levy will be reduced
significantly in 2026 when the expenditures associated with the Long Lake Fire Department are
eliminated.
As part of the recently passed state budget, we will be receiving a Public Safety Grant in the
amount of $371,000. It is proposed to use this grant for the purchase of fire equipment. The
combination of the $275,000 levy and $371,000 grant exceed the needed annual amount by
$85,000 while phasing in the needed levy over the 2024 and 2025 budget years. Staff is also
recommending reducing the 2024 levy for the 2014 Debt Service Fund to $60,000 for 2024. The
fund has the required level of cash to pay the next year’s debt service. This is a one-year
reduction that purpose is to spread the levy needs for the Fire operating budget over a longer
time period.
Overall, the 2024 budget process has some challenges, but with phasing in the levy increases
needed to properly fund the capital and operating need of the fire department. The City’s strong
financial reserves and long-term funding identified for the city’s capital plan has the City in a
good position to navigate the current situation without increasing the tax rate.
Exhibits:
City of Orono 2023 Preliminary Budget The city began the budget process at the beginning of June with the various city departments completing their budget request forms. Departments then met with the City Administrator and the Finance Director to review their budget requests. Upon completion of the reviews, the draft preliminary General Fund budget was discussed by the Budget Committee on July 21st and the full Council at a work session on July on 24th. The Preliminary General Fund Budget and Tax Levy will be adopted by the Council on September 26th. The draft budget is being presented tonight to the whole council for their review prior to adoption at the next council meeting. Tax Levy. The tax levy is used to fund the general operations of the City (General Fund), pay the debt service on the City’s outstanding bonds, and to fund the Pavement Management (PMP), Building, Facilities, Community Investment, Fire Capital and Park Funds. The total tax levy required to fund the 2024 draft budget is $9,415,100. This is an increase of $1,028,100 or 12.26% over the 2023 levy. The additional $904,100 for the General Fund represents the largest increase in the levy. The increase is needed to cover a budgeted 3% increase in employee wages, an increase in employee insurance contributions, and the establishment of the Orono Fire Department. Other levy increases include $275,000 for the recently created Fire Facilities Fund. The levies for the Community Investment Fund and the 2014 Debt Service Funds are being reduced by $19,000 and $182,000. The additional $50,000 for Parks continues the Council’s commitment to adequately fund park infrastructure and better maintain current facilities. There are also a couple of reductions in the levy amounts. The decrease in the 2014 debt service reflects the fund’s current balance and its 2024 debt service needs. The Community Investment Fund levy is used to fund projects that are of general benefit to the Community. This portion of the levy is being reduced by $19,000 to $200,000. The fund has adequate funding for future needs with the $200,000 levy. Tax Capacity Rate and the Impact of the Tax Levy on Property Owners. The County Assessor provides an annual calculation of the City’s tax capacity based on the annual property revaluation. As of June, the City’s taxable market value is $4,912,740,729 with a tax capacity of $57,000.00. When compared to last year, taxable market value has increased by 12.33% and the tax capacity by 12.26%. As a result of the City’s increased tax capacity, the tax capacity rate is projected to decrease to 16.52%; one of the lowest rates in both Hennepin County, and the State of Minnesota. Using this tax rate and assuming no change in a property’s value, the City’s share of the property tax bill would decrease slightly when compared to 2023. The actual tax impact on any particular property will depend on how the property’s taxable value changed in relation to the rest of the City. Tables illustrating a 5% increase in value and a 5% decrease in value are included with this budget document. General Fund Budget. General Fund Expenditures. The 2024 preliminary expenditure budget is $11,536,623 which is an increase of $543,353 (4.92%) over the 2023 budget. The largest increase is in Personal Services (Wages and Benefits) in the amount of $462,700. Professional Services is increasing by $319,148 (19.34%) as the result of an increase of $138,638 in the Long Lake fire budget and $100,750 in IT Services. Transfers to Other Funds is decreasing by $200,000 (50.0%). This reflects the creation of the New Fire Capital Fund for fund fire equipment purchases. By Department, the significant increases are: Mayor Council is increasing $$17,650 (41.29%). Elections are increasing $41,600 (107%) with 2024 being an election year. A change in budgeting for the custodian and a reallocation of insurance expenditures has the City of Orono Work Session 11 Sept 2023Exhibit A - Budget Introduction Page 1
City of Orono 2023 Preliminary Budget Central Services is increasing $52,500 (16.46%). The Fire Budget is increasing by $644,838 (LL $138,638, Orono $506,200). The Police budget is increasing by $263,010 (4.7.3%) as the result of wages, benefits, and squad replacement costs. Street Maintenance is increasing $69,050 (11.33%). This is the result of wages, increased maintenance costs, and IT Services. The Golf Course is being removed from the General Fund resulting in a $364,800 reduction. The annual transfer for fire equipment has been replaced with a tax levy directly to the Fire Capital Fund. As a result, transfers are decreasing by $200,000 (50%). Additional information on general fund departments can be found in the information included with this document. General Fund Revenues. For revenues, the General Fund budget totals $11,536,500 and is increasing by $566,360 (5.2%). The General Fund property tax levy is increasing by $904,100 (16.3%). The other significant to the revenue budget is the removal of the Golf Course Revenue. Earlier this year, the Council approved moving the golf course out of the General Fund and back to an enterprise fund. Other than taxes, the main revenue source in the General Fund are Public Safety Charges. By working cooperatively with neighboring cities, we are able to provide expanded services to our citizens while keeping the tax rate as low as possible. Detailed revenue information is include with this document. Special Revenue Funds. The special revenue funds that budgets are adopted for are the Park Fund, The Drug Forfeiture Fund, and the TIF Fund. Special revenue funds by definition have a primary source of revenue that is dedicated for a specific purpose. In the Park Fund the primary revenue source is park dedication fees collected from developers and the tax levy. By state law, park dedication fees must be used for parkland acquisition and development. The Drug Forfeiture Fund receives its primary funding from the Police Department’s drug and alcohol enforcement activities. The funds must be used for drug and alcohol related activities. The TIF Fund is used to account for revenues related to the Orono Woods Senior Housing Development. The budgets for the Special Revenue Funds will be adopted as part of the final budget approved on December 11th. Debt Service Levies. The 2024 levy for debt service is decreasing by $182,000 to $780,000. This levy is used to pay the debt service on the City’s outstanding bonds. Enterprise Funds. The Water, Sewer, Stormwater, Recycling, and Cable Funds are designed to account for the business type activities of the City. These funds do not receive any property tax revenue. The goal for the Enterprise funds is to be fully funded by rates without depending on special assessments for infrastructure improvements. A preliminary budget is not adopted for the Enterprise Funds, and expenditure information is included only for your review. The Enterprise budgets will be adopted on December 11th with the rest of the budget. A rate study is currently being worked on to set the 2024 rates. Based on the expenditure budgets, rate increases will be in line with the projections of previous rate studies which supported the larger increases in the recent past, followed by more sustainable future increases in the two to three percent range. The rate study will be presented to the Budget Committee in October. Final Utility rates will be approved as part of the Fee Schedule on December 11th. Capital Improvement Plan. The city formally adopts an annual Capital Improvement Plan (CIP) that is updated on an annual basis. The 2023 update is being worked on and will be presented to the committee in October. The 2024 CIP will also be approved at the December 11th meeting. The CIP is a planning document only and approval of the CIP does not constitute approval of any expenditures. Long Lake Fire Budgets. As required in the Fire Services Agreement with Long Lake, the 2024 Operating and Capital budgets City of Orono Work Session 11 Sept 2023Exhibit A - Budget Introduction Page 2
City of Orono 2023 Preliminary Budget are included for your review. These budgets will on the agenda for approval at the September 25th council meeting. Approval of the 2024 Fire Capital Budget would obligate the City to fund a share of the 2024 purchases. City of Orono Work Session 11 Sept 2023Exhibit A - Budget Introduction Page 3
City of Orono2024 Annual BudgetLocal Levy2024 Over / Under 202320232024Amount PercentTAX LEVIES General Fund$5,641,000$6,545,100$904,100 16.03% Facilities Fund375,000375,0000 0.00% Fire Capital Fund0275,000275,000N/A Pavement Management 1,000,0001,000,0000 0.00% Parks150,000200,00050,000 33.33% Community Investment219,000200,000-19,000 -8.68% GO Improvement 2014242,00060,000-182,000 -75.21% GO Improvement 2021760,000760,0000 0.00%Total Local Tax Levy$8,387,000$9,415,100$1,028,10012.26%City of Orono Work Session 11 Sept 2023Exhibit B - Tax Levy
City of OronoTax Rate2024 Over / Under 2023ActualEstimatedTAX CAPACITY20232024AmountPercentNet Tax Capacity (Adj Net Tax Capacity) $50,742,986 $57,000,000 $6,257,014 12.33%LOCAL LEVYTotal levy all funds$8,387,000$9,415,100 $1,028,100 12.26%TAX CAPACITY RATES General Fund11.12%11.48%0.37 Facilities Fund0.74%0.66%-0.08 Fire Capital Fund0.00%0.48%0.48 Pavement Management 1.97%1.75%-0.22 Parks0.30%0.35%0.06 Community Investment0.43%0.35%-0.08 GO Improvement 20140.48%0.11%-0.37 GO Improvement 20211.50%1.33%-0.16 Orono Fire Department0.00%0.00%0.00Total Local Tax Capacity Rate16.53%16.52%-0.01City of Orono Work Session 11 Sept 2023Exhibit C - Tax Capicity Rate
Revenue Source2022ActualY‐T‐DJun 30,20232023Budget2024 BudgetIncrease(Decrease)PercentageIncrease(Decrease)Property Taxes 4,971,707 2,840,769 5,664,500 6,568,600 904,100 16.0%Total Licenses15,020 4,799 18,700 18,7000 0.0%Total Permits746,882 399,317 566,500 566,5000 0.0%Total Intergovernmental464,956 134,075 380,000 305,000‐75,000‐19.7%Total Gen Govt Service Charges976,893 475,112 798,100 859,900 61,800 7.7%Total Public Safety Service Charges 2,687,737 2,365,353 2,875,980 2,865,680‐10,300‐0.4%Total Fines and Forfeits66,813 35,889 80,000 85,000 5,000 6.3%Total Investment Revenue100,692 181 160,900 200,660 39,760 24.7%Total Golf Course Receipts382,324 189,054 377,0000‐377,000‐100.0%Total Miscellaneous Revenue29,677 11,445 48,590 66,590 18,000 37.0%Total Revenue10,442,700 6,455,995 10,970,270 11,536,630 566,360 5.2%City of Orono2024 Revenue Budget SummaryCity of Orono Work Session 11 Sept 2023Exhibit D - GF Revenue Summary
2022Actual2023Budget2024Draft BudgetDollarIncrease (Decrease)%Increase (Decrease)Personal Services6,277,385 7,182,400 7,645,100 462,700 6.44%Supplies & Maintenance 648,241 725,270 790,700 65,430 9.02%Insurances 178,660 188,600 210,600 22,000 11.66%Professional Services 1,534,131 1,650,500 1,969,648 319,148 19.34%Other Expenses 593,131 562,100 469,075 (93,025) ‐16.55%Capital Outlay191,140 241,000 221,500 (19,500) ‐8.09%Transfers to Other Funds404,250 400,000 200,000 (200,000) ‐50.00%Contingencies14,256 30,000 30,000 ‐ 0%Purchases for Resale20,962 13,400 ‐ (13,400) ‐100.00%Total9,862,156 10,993,270 11,536,623 543,353 4.94%2024 General Fund BudgetMajor Expenditure CategoriesCity of OronoCity of Orono Work Session 11 Sept 2023Exhibit E - Exp by Catagory
2022ActualY‐T‐DAug 31,20232023Budget2024DeptRequestDollarIncrease (Decrease)%Increase (Decrease)Mayor & Council47,735 32,926 42,750 60,400 17,650 41.29%Administration383,060 316,109 493,600 521,250 27,650 5.60%Elections62,277 21,384 38,800 80,400 41,600 107.22%Communications‐ ‐ ‐ 49,300 49,300 N/AAssessing234,000 127,000 260,000 270,000 10,000 3.85%Finance303,516 233,384 334,000 337,800 3,800 1.14%Law/Legal Services132,017 118,700 125,000 128,000 3,000 2.40%Central Services300,064 185,717 317,200 369,400 52,200 16.46%Human Services‐ 9,500 12,400 12,000 (400) ‐3.23%Police4,995,992 3,456,682 5,592,400 5,855,410 263,010 4.70%Fire Protection Services ‐ LL471,462 453,983 544,000 682,638 138,638 25.48%Fire Protection Services ‐ OR1,335 106,728 174,800 681,000 506,200 289.59%Building & Zoning748,156 524,247 820,970 886,200 65,230 7.95%Engineering33,633 47,175 20,000 25,000 5,000 25.00%Street Maintenance654,817 390,354 609,500 678,550 69,050 11.33%Public Works ‐ Spring Park85,227 73,467 98,500 100,800 2,300 2.34%Brush Site40,190 16,559 43,300 46,175 2,875 6.64%Parks324,389 240,386 419,950 421,350 1,400 0.33%Golf Course363,089 236,210 364,800 ‐ (364,800) ‐100.00%Special Services266,170 254,270 251,300 101,200 (150,100) ‐59.73%General Fund ‐ Special Projects‐Contin14,256 ‐ 30,000 30,000 ‐ 0.00%Transfers to Other Funds400,000 200,000 400,000 200,000 (200,000) ‐50.00%Total General Fund Expenditures9,861,385 7,044,780 10,993,270 11,536,873 543,603 4.94%City of Orono2024 General Fund BudgetDepartmental BudgetsCity of Orono Work Session 11 Sept 2023Exhibit F - Exp by Department Page 1
2021Actual2022Actual2023BudgetY‐T‐DJun 30, 20232024AdoptedDollarIncrease (Decrease)%Increase (Decrease)Personal Services 19,692 20,335 19,700 9,532 19,700 0 0.00%City Wide Memberships 12,724 13,097 13,650 13,131 14,000 350 2.56%Other Expenses 3,737 14,304 9,400 3,375 26,700 17,300 390.00%City Council Total 36,153 47,735 42,750 26,038 60,400 17,650 41.29%PROGRAM DESCRIPTION & OBJECTIVES:OPERATING COST ACTIVITIES:*Personal Services include the wages and employment taxes for City Council Representatives.*City‐wide Memberships are as follows:Suburban Rate Authority1,000 League of Minnesota Cities9,150 Metro Cities3,500*Other Expenses includes training and meeting expenses.2024 General Fund Operating BudgetDepartmental SummaryMayor & Council41110The City Council oversees the policies and procedures that govern the city in promoting the health, safety, and general welfare of the citizens of Orono.City of Orono Work Session 11 Sept 2023Exhibit G - Department Summaries Page 1
2021Actual2022Actual2023BudgetY‐T‐DJun 30, 20232024AdoptedDollarIncrease (Decrease)%Increase (Decrease)Personal Services 380,418 367,006 476,800 230,036 499,000 22,200 4.66%Supplies & Maintenance 381 0 300 0 0 (300)‐100.00% Professional Serivces 12,285 11,523 7,500 6,254 13,000 5,500 0.00% Other Expenses5,7354,5319,0004,6119,2502502.78%Administration Total398,819 383,060 493,600 240,901 521,250 27,6505.60%PROGRAM DESCRIPTION & OBJECTIVES:OPERATING COST ACTIVITIES: Staff Includes: City Administrator, City Clerk, Management Assistant, and Municipal Services Support Rep2024 General Fund Operating BudgetDepartmental SummaryAdministration41300The City Clerk and Administrative Staff are also included in the Administration Department and perform various function such as customer service, general administrative duties, permits and licensing, elections, data practices, and record management.*Professional Services includes the city recorder for city council meetings.*Other Expenses includes training and development, memberships in professional organizations for the Administrative Staff.*Personal Services include the wages and employment taxes for the Administration DepartmentCity Administrator and Administration Staff.The Administration Department includes the City Administrator who is responsible for meeting satatutory and legal obligations, implementing policy established by the City Council and ensuring the successful management of all city operations. In addition the City Administrator is responsible for overseeing the human resource function.City of Orono Work Session 11 Sept 2023Exhibit G - Department Summaries Page 2
2021Actual2022Actual2023BudgetY‐T‐DJun 30, 20232024AdoptedDollarIncrease (Decrease)%Increase (Decrease) Personal Services 25,161 52,673 33,200 15,849 65,900 18,000 54.22% Supplies & Maintenance 2,248 7,148 3,500 0 8,500 6,000 171.43%Other Expenses 455 2,456 2,100 548 6,000 30,300 1442.86%Elections Total 27,864 62,277 38,800 16,397 80,400 54,300 139.95%PROGRAM DESCRIPTION & OBJECTIVES:OPERATING COST ACTIVITIES:2024 General Fund Operating Budget*Other expenses include professional services, postage, travel expenses, advertising, building/equipment rental, training, meeting expenses and other miscellaneous expenses.The Elections Department administers all federal, state, county, and municipal elections held in the city. Temporary election judges are hired to provide the necessary staffing at polling locations, and for the operation of voting machines. The Administrative Staff provides supervision to the election judges as needed and maintains election records.*Personal Services are the wages for the temporary election judges and a portion of Administration Staff (10%). 2023 is not an election year.Departmental SummaryElections41410City of Orono Work Session 11 Sept 2023Exhibit G - Department Summaries Page 3
202120222023Y‐T‐D2024Dollar% Personal Services000018,000 18,000N/A Other Expenses000031,300 31,300N/AElections Total000049,300 49,300N/APROGRAM DESCRIPTION & OBJECTIVES:OPERATING COST ACTIVITIES:*Other expenses printing, postage, website hosting fees, and software.2024 General Fund Operating BudgetDepartmental SummaryCommunications41430The Communications Department is responsible for public comminications including, Social Media, Websites Administration, and Newsletters.*Personal Services are the wages represent 10% of the Management Assistant and 5% of the City clerks wages and benefits.City of Orono Work Session 11 Sept 2023Exhibit G - Department Summaries Page 4
2021Actual2022Actual2023BudgetY‐T‐DJun 30, 20232024AdoptedDollarIncrease (Decrease)%Increase (Decrease)Assessing Contract 228,333 234,000 260,000 127,000 270,000 10,000 3.85%Assessing Total 228,333 234,000 260,000 127,000 270,000 10,000 3.85%PROGRAM DESCRIPTION & OBJECTIVES:The City maintains a renewable contract agreement with Hennepin County to provide Assessing services. Assessing2024 General Fund Operating BudgetDepartmental Summary41550City of Orono Work Session 11 Sept 2023Exhibit G - Department Summaries Page 5
2021Actual2022Actual2023BudgetY‐T‐DJun 30, 20232024AdoptedDollarIncrease (Decrease)%Increase (Decrease) Personal Services 192,121 290,715 323,300 159,691 322,000 (1,300)‐0.40% Supplies & Maintenance 159 0 0 65 0 0 0.00% Professional Services 8,953 5,500 6,500 32,750 10,000 3,500 0.00% Other Expenses8317,3024,2001,5005,800 1,600 38.10%Finance Total202,063 303,516 334,000 194,006 337,800 3,8001.14%PROGRAM DESCRIPTION & OBJECTIVESOPERATING COST ACTIVITIES:*Personal Services include the wages and employment taxes for the Finance Department Staff.Staff includes: Finance Director, Accountant and Resource Management Technician.2024 General Fund Operating BudgetFinanceDepartmental Summary41500*Other Expenses includes training and development, and memberships in professional organizations for the Finance Staff.The Finance Department oversees the City's financial operations, insurances, and employee benefits. It is responsible for preparing the budget document and annual report in accordance with generally accepted accounting principles.City of Orono Work Session 11 Sept 2023Exhibit G - Department Summaries Page 6
2021Actual2022Actual2023BudgetY‐T‐DJun 30, 20232024AdoptedDollarIncrease (Decrease)%Increase (Decrease)Professional Services 126,966 132,017 125,000 100,890 128,000 3,000 2.40%Law/Legal Services Total 126,966 132,017 125,000 100,890 128,000 3,000 2.40%PROGRAM DESCRIPTION & OBJECTIVES:OPERATING COST ACTIVITIES:41600Law & Legal ServicesThe City maintains a renewable contract agreement with two local legal firms to provide legal services. The Legal Department provides professional representation and opinion on city services and operations.*Professional Services includes the costs associated with the contract with legal staff, prosecution costs, code enforcement, and jail charges.2024 General Fund Operating BudgetDepartmental SummaryCity of Orono Work Session 11 Sept 2023Exhibit G - Department Summaries Page 7
2021Actual2022Actual2023BudgetY‐T‐DJun 30, 20232024AdoptedDollarIncrease (Decrease)%Increase (Decrease) Personal Services 13,520 20,547 22,200 10,913 47,400 25,200 113.51% Supplies & Maintenance 46,791 37,958 58,500 33,221 64,500 6,000 10.26% Professional Services 136,072 104,161 98,000 39,010 103,000 5,000 5.10% Insurances 44,800 49,200 51,000 25,500 61,000 10,000 19.61% Other Expenses77,476 87,496 87,50050,28293,500 6,0006.86%Capital Outlay & Transfers000 0 000.00%Central Services Total318,660 299,362 317,200 158,926369,400 52,20016.46%PROGRAM DESCRIPTION & OBJECTIVES:OPERATING COST ACTIVITIES:*Professional Services includes annual audit expenses and fees associated with administering city benefit plans.The Central Services Department provides for those operating expenses that encompass all city departments. By consolidating these expenditures, the City can more accurately determine the effectiveness of the costs and benefits provided. The City maintains a renewable contract agreement with an outside janitorial service for general cleaning and upkeep of city facilities. The Central Services Department also pays for a portion of the costs associated with the annual audit.*Other Expenses includes utilities, publishing costs, copier leases, and other miscellaneous charges related to city operations. 41900*Supplies & Maintenance include the operating supplies and maintenance expenses on city equipment and facilities.2024 General Fund Operating BudgetDepartmental SummaryCentral ServicesCity of Orono Work Session 11 Sept 2023Exhibit G - Department Summaries Page 8
2021Actual2022Actual2023BudgetY‐T‐DJun 30, 20232024AdoptedDollarIncrease (Decrease)%Increase (Decrease)Contributions9,5000 12,4009,50012,000 (400)‐3.23%Human Services Total9,5000 12,4009,50012,000 (400)‐3.23%PROGRAM DESCRIPTION & OBJECTIVES:OPERATING COST ACTIVITIES: The Gillespie Center9,500 Orono Community Education2,90012,400The Human Services Department is comprised of area organizations that provide equal opportunity in employment, housing, public services, and education. The City maintains an affiliation with these organizations to ensure a strong relationship with area communities and their citizens.*Contributions are the contributions made to Human Service Organizations in the Orono area. Organizations include:2024 General Fund Operating BudgetDepartmental SummaryHuman Services41800City of Orono Work Session 11 Sept 2023Exhibit G - Department Summaries Page 9
2021Actual2022Actual2023BudgetY‐T‐DJun 30, 20232024AdoptedDollarIncrease (Decrease)%Increase (Decrease) Personal Services 3,994,111 4,086,468 4,505,200 2,294,000 4,741,900 141,400 3.14% Supplies & Maintenance 205,302 250,840301,000 121,645 283,000 (18,000)‐5.98% Professional Services 197,415 237,685 312,500 124,775 334,910 2,410 0.77% Insurances 102,100 114,700 122,300 61,150 140,000 17,700 14.47% Other Expenses120,134 113,361 130,40080,296 134,1003,7002.84% Capital Outlay305,671 191,140 221,00034,368 221,5005000.23%Police Total4,924,733 4,994,193 5,592,400 2,716,234 5,855,410 147,7102.64%PROGRAM DESCRIPTION & OBJECTIVES:OPERATING COST ACTIVITIES:*Personal Services include the wages and employment taxes for the Police Department.*Supplies & Maintenance include the operating supplies and maintenance expenses on police equipment and facilities.*Insurance Expenses includes a portion of the City's general, liability, and auto insurance costs.*Professional Services includes the police records system, internet, animal care, and medical and psychological evaluations for new officers.*Other Expenses includes utilities, fuel, publishing costs, copier leases, and other miscellaneous charges related to police operations. Staff includes: Police Chief, Deputy Chief, Sergeant (5), Investigators (5), Patrol Officers (19), Part Time Officers (2), CSO Cadets (3) Office Manager, Administrative Assistant The Police Department provides for the public safety within Orono and the surrounding communities of Minnetonka Beach, Spring Park, and Mound. This is accomplished through preventive patrol, traffic enforcement, education, criminal investigation and prosecution. Departmental SummaryPolice2024 General Fund Operating Budget42110City of Orono Work Session 11 Sept 2023Exhibit G - Department Summaries Page 10
2021Actual2022Actual2023BudgetY‐T‐DJun 30, 20232024AdoptedDollarIncrease (Decrease)%Increase (Decrease)Personal Services 1,335 50,238 73,735 73,735 421,700 347,965 471.91%Supplies and Maintenance 0 0 0 6,229 77,700 77,700 N/AProfessional Services 0 0 0 0 89,000 22,000 N/ALong Lake Fire 427,091 471,462 544,000 317,992 682,638 138,638 25.48%Insurances 0 0 0 0 9,500 9,500 N/AOther Expenses 0 0 0 4 83,100 2,500 N/AFire Protection Services Total428,426 521,700 617,735 397,960 1,363,638 598,303 96.85%PROGRAM DESCRIPTION & OBJECTIVES:Fire226032024 General Fund Operating BudgetDepartmental SummaryThe Fire Department is comprised of renewable contract agreements with the community of Long Lake for fire suppression services. The Personal Services included in the budget are for the Fire Chief that is currently working on establishing an Orono Fire Department.City of Orono Work Session 11 Sept 2023Exhibit G - Department Summaries Page 11
2021Actual2022Actual2023BudgetY‐T‐DJun 30, 20232024AdoptedDollarIncrease (Decrease)%Increase (Decrease) Personal Services 441,597 665,312 731,300 368,263 787,700 56,400 7.71% Supplies & Maintenance 634 2,175 1,920 0 2,050 130 6.77% Professional Services 364,044 66,189 69,500 29,585 79,000 8,500 12.23% Other Expenses4,246 14,480 17,2503,37217,450 (1,400)‐8.12%Building & Zoning Total810,522 748,156 819,970 401,220 886,200 63,6307.76%PROGRAM DESCRIPTION & OBJECTIVES:OPERATING COST ACTIVITIES:*Personal Services include the wages and employment taxes for Planning and Zoning Staff.2024 General Fund Operating BudgetDepartmental SummaryGeneral Fund ‐ Building & Zoning ‐ Public Safety ‐ General Fund ‐ Building & Zoning ‐ Public SafetyBuilding & ZoningStaff includes: Director of Community Development, Planners (2), Planning Assistant, Building Official and Building Inspector.The Planning & Zoning Department oversees the development and redevelopment within the City in accordance with established policies and guidelines. The policies and guidelines have been created and are enforced to maintain the health, safety, and welfare of the public, as well as the aesthetics of the community.*Other Expenses includes training and development, and memberships in professional organizations for the Planning & Zoning Staff.*Professional Services include engineering, legal consulting services and contracted building inspections.City of Orono Work Session 11 Sept 2023Exhibit G - Department Summaries Page 12
2021Actual2022Actual2023BudgetY‐T‐DJun 30, 20232024AdoptedDollarIncrease (Decrease)%Increase (Decrease)Engineering Total 30,220 33,633 20,000 39,434 25,000 5,000 25.00%PROGRAM DESCRIPTION & OBJECTIVES:OPERATING COST ACTIVITIES:The City maintains a renewable contract with a local firm to provide all engineering services. The Engineering Department provides professional representation and opinion on city services and operations. 2024 General Fund Operating BudgetDepartmental SummaryEngineering43170*Professional Services are the costs associated with the contract agreement with the engineering firm.City of Orono Work Session 11 Sept 2023Exhibit G - Department Summaries Page 13
2021Actual2022Actual2023BudgetY‐T‐DJun 30, 20232024AdoptedDollarIncrease (Decrease)%Increase (Decrease) Personal Services 360,219 313,645 258,700 128,945 299,400 40,700 15.73% Supplies & Maintenance 133,453 176,763 179,000 92,764 207,000 28,000 15.64% Professional Services 74,606 105,535 106,100 54,451 122,000 15,900 14.99% Other Expenses39,737 50,327 65,70038,79950,150 (15,550)‐23.67%Public Works Total608,015 646,270 609,500 314,959 678,550 69,050 11.33%PROGRAM DESCRIPTION & OBJECTIVES:OPERATING COST ACTIVITIES:* Personal Services include the wages and employment taxes for the Public Works Department.* Supplies & Maintenance include general operating supplies for street repair/maintenance, and vehicle and equipment maintenance. * Professional Services includes IT and Fleet Services* Other Expenses include electricity costs for street lighting and employee development.The Street Department provides for the maintainance of all city streets to ensure a safe and driveable condition. Standard maintenance includes seal‐coating, patching, snow plowing, and sweeping. Due to its excess storage capacity, the City maintains cooperative agreements with surrounding communities for storage and sale of salt/sand supplies.2024 General Fund Operating BudgetDepartmental SummaryPublic Works43000Staff includes the following FTES: Public Works Superintendent (.25), Street/Stormwater Supervisor (.50) Maintenance Workers (1.25), Public Works Admin Support (.20)City of Orono Work Session 11 Sept 2023Exhibit G - Department Summaries Page 14
2021Actual2022Actual2023BudgetY‐T‐DJun 30, 20232024AdoptedDollarIncrease (Decrease)%Increase (Decrease) Personal Services 0 65,933 97,000 55,342 99,200 2,200 2.27% Professional Services 28,340 10,039 1,500 500 1,600 100 6.67%PW ‐ Spring Park Total 28,340 75,972 98,500 55,842 100,800 2,300 2.34%PROGRAM DESCRIPTION & OBJECTIVES:OPERATING COST ACTIVITIES:* Personal Services include the wages and employment taxes for the Public Works Department.Wages and benefits are based 1 FTE and use the average wage of all maintenance workers.As of 9/1/2021 Orono began providing public works service to the City of Spring Park.* Professional Services includes IT Services, Fleet Services and Other professional ServicesCity of Orono2024 Line Item BudgetPW ‐ Spring Park43100City of Orono Work Session 11 Sept 2023Exhibit G - Department Summaries Page 15
2021Actual2022Actual2023BudgetY‐T‐DJun 30, 20232024AdoptedDollarIncrease (Decrease)%Increase (Decrease) Personal Services 101,254 176,460 283,100 127,236 268,900 (14,200)‐5.02% Supplies & Maintenance 108,572 95,952 93,700 30,640 116,200 14,000 14.94% Professional Services 8,451 33,441 10,900 8,558 20,500 9,600 656.06% Other Expenses25,368 17,352 23,7503,43315,750 (8,000)‐68.69%Parks Total243,644 323,205 411,450 169,867 421,350 1,4000.34%PROGRAM DESCRIPTION & OBJECTIVES: The Parks & Recreation Department provides OPERATING COST ACTIVITIES:* Personal Services includes the wages and employment taxes for the Parks Department.Staff includes: Park Superintendant (50%), Maintenance Workers (2), Seasonals, and * Supplies & Maintenance includes the operating supplies and maintenance for all park facilities.*Other Expenses includes the costs associated with equipment rental.2024 General Fund Operating BudgetDepartmental SummaryParks45200City of Orono Work Session 11 Sept 2023Exhibit G - Department Summaries Page 16
2021Actual2022Actual2023BudgetY‐T‐DJun 30, 20232024AdoptedDollarIncrease (Decrease)%Increase (Decrease) Personal Services 168,410 173,092 203,500 104,232 0 (203,500)‐100.00% Supplies & Maintenance 62,584 56,274 42,600 25,194 0 (52,600)‐123.47% Insurances 16,625 14,660 15,300 3,825 0 (15,300)‐100.00% Other Expenses72,228 87,496 69,00030,8540 (79,000)‐114.49% Purchases for Resale19,763 20,962 13,40013,1780 (13,400)‐100.00%Golf Course Total339,609 352,484 343,800 177,2820 (363,800)‐105.82%PROGRAM DESCRIPTION & OBJECTIVES:The Golf Course has been moved from the General Fund to and Enterprise Fund.452102024 General Fund Operating BudgetDepartmental SummaryGolf CourseCity of Orono Work Session 11 Sept 2023Exhibit G - Department Summaries Page 17
2021Actual2022Actual2023BudgetY‐T‐DJun 30, 20232024AdoptedDollarIncrease (Decrease)%Increase (Decrease) Personal Services 8,917 10,670 12,300 4,025 13,100 800 6.50% Supplies & Maintenance 127 70 250 311 500 250 100.00% Insurances 0 100 0 0 100 100 N/A Other Expenses8,0782,149 30,7501,22732,475 1,7255.61%Brush Site Total17,121 12,990 43,3005,56346,175 2,8756.64%PROGRAM DESCRIPTION & OBJECTIVES:The Brush Site provides a place for residents and contractors to drop off tree branches and brush.OPERATING COST ACTIVITIES:* Personal Services include the wages and employment taxes for the Brush Site.Staff includes: Brush Site Attendant* Supplies & Maintenance include general operating supplies for repair and maintenance of the brush site.* Insurances include the brush site's share of the City's general insurance polices.2024 General Fund Operating BudgetDepartmental SummaryBrush Site43100City of Orono Work Session 11 Sept 2023Exhibit G - Department Summaries Page 18
2021Actual2022Actual2023BudgetY‐T‐DJun 30, 20232024AdoptedDollarIncrease (Decrease)%Increase (Decrease) Personal Services 14,997 33,195 41,300 21,350 41,200 (100)‐0.24% Professional Services 86,968 55,897 90,000 5,304 60,000 (30,000)‐33.33% Other Expenses0 176,578 120,000 123,0320 (120,000)‐100.00%Special Services‐Consulting & Police Total101,966 265,670 251,300 149,686101,200 (150,100)‐59.73%PROGRAM DESCRIPTION & OBJECTIVES:OPERATING COST ACTIVITIES (Reimbursed):* Personal Services include Police Officer overtime wages for security work and/or traffic control.* Professional Services include legal and engineering review expense for land use applications.2024 General Fund Operating BudgetDepartmental SummarySpecial Services43280The Special Services Department provides a separate 'cost center' for tracking city‐provided consulting and Police special service details. Orono residentswho apply for land use variations are subject to be billed for any additional staff, legal, and engineering time that is spent reviewing their application. Thesecharges are recorded in this departmental budget, and the applicants are subsequently billed for this additional time. Orono businesses or residentswho wish to contract with the city for Police security or traffic control are billed for the officers time. The City's costs are recorded in this departmentalbudget, and are offset by the revenues received from the requesting parties.City of Orono Work Session 11 Sept 2023Exhibit G - Department Summaries Page 19
Capital & Transfers 983,297 404,250 400,000 200,000 200,000 (200,000)‐50.00% Contingency Items 21,869 14,256 30,000 0 30,000 0 0.00%Special Projects‐Contingencies Total 1,005,166 418,506 430,000 200,000 230,000 (200,000)‐46.51%PROGRAM DESCRIPTION & OBJECTIVES:OPERATING COST ACTIVITIES:* Transfers are as follows: Improvement and Equipment Outlay Fund 400,000* Contingency Items is an amount for unbudgeted and unforseen items that require action before the next budget cycle.9,886,120 9,854,747 10,861,705 5,501,703 11,536,873 393,8683.63%2024 General Fund Operating BudgetDepartmental SummarySpecial Projects ‐ Contingencies43290The Special Projects & Contingencies Department includes funds allocated for planned projects or events that benefit the entire city, and for any unforseen circumstances that GENERAL FUND TOTALCity of Orono Work Session 11 Sept 2023Exhibit G - Department Summaries Page 20
0.5625 0.3741 0.06343
Account Account 42280 42281 42282 42285 42286 Minnetonka 2024 Percent Dollar Budget
Number Description Admin Stn #1 Ops Stn #1 Bldg Stn #2 Ops Stn #2 Bldg Beach Budget Increase Increase 2023
1
1000 FT Chief Sal $112,000 $112,000 0.61%675$ 111,325$
1060/1065 Fire Call Pay (6700 Hrs x $15.65= $104,855)$58,981 $39,226 $6,651 $104,858 36.45%28,008$ 76,850$
1075 Training Pay (4075 Hrs x $15.65= $63,162)$35,872 $23,857 $4,045 $63,775 25.02%12,765$ 51,010$
1080 Fire Officer Pay $20,638 $1,000 $21,638 20.38%3,663$ 17,975$
1085 Duty Crew Pay ( All shifts) $98,800 x 85%=$83,980 $30,000 $45,480 $8,500 $83,980 83,980$ -$
1210 PERA $21,000 $500 $21,500 0.00%-$ 21,500$
1220 FICA $4,000 $6,000 $4,150 $850 $15,000 1.01%150$ 14,850$
1310 Employer Paid Health $14,500 $635 $350 $15,485 -0.67%(105)$ 15,590$
1510 Work Comp Ins $44,000 $44,000 10.00%4,000$ 40,000$
Subtotal Sal & Benefits $216,138 $131,488 $0 $113,064 $0 $21,546 $482,236 38.14%133,136 349,100$
2010 Office Supplies $1,000 $1,000 0.00%-$ 1,000$
2030 Printed Forms $500 $500 0.00%-$ 500$
2080 Training/ Instruct Materials $250 $500 $150 $900 -25.00%(300)$ 1,200$
2120 Motor Fuels $11,500 $3,700 $2,300 $17,500 6.06%1,000$ 16,500$
2150 Shop Supplies $1,000 $700 $500 $2,200 10.00%200$ 2,000$
2160 Chemicals / Foam $750 $250 $500 $1,500 0.00%-$ 1,500$
2175 Fire Prevention Materials $1,500 $1,500 25.00%300$ 1,200$
2180 Uniforms $500 $500 0.00%-$ 500$
2190 Medical Supplies $2,000 $1,000 $800 $3,800 52.00%1,300$ 2,500$
2210 Equipment Parts $2,000 $750 $750 $3,500 16.67%500$ 3,000$
2215 SCBA Equipment Parts $400 $500 $900 28.57%200$ 700$
2230 Bldg & Grounds Maint Supp $750 $500 $1,250 0.00%-$ 1,250$
2400 Small Tools $2,800 $2,500 $1,500 $6,800 4.62%300$ 6,500$
2410 Protective Gear / Uniforms $5,000 $4,000 $1,000 $10,000 0.00%-$ 10,000$
2415 Turn Out Gear $20,000 $11,000 $3,000 $34,000 6.25%2,000$ 32,000$
Subtotal Supplies $3,750 $45,950 $750 $24,550 $500 $10,350 $85,850 6.85%5,500 80,350$
3000 Prof Services(Lexipol SOP Hose&Ladder Testing)$3,000 $4,000 $750 $2,500 $900 $2,100 $13,250 15.22%1,750$ 11,500$
3010 Auditing/Accounting Services for RA $6,200 $6,200 55.00%2,200$ 4,000$
3050 Physicals Other Medical $8,500 $8,000 $16,500 6.45%1,000$ 15,500$
3090 Computer Software Support $6,000 $6,000 140.00%3,500$ 2,500$
3110 W.A.F.T.A. Dues $2,000 $2,000 0.00%-$ 2,000$
3120 Legal Fees $2,000 $2,000 0.00%-$ 2,000$
3150 LL Administration Fee $18,000 $18,000 0.00%-$ 18,000$
3230 Cell Phones (Nextel/Sprint)$2,250 $2,500 $1,000 $5,750 9.52%500$ 5,250$
City of Long Lake
LL Fire Department Operating Expenses
2024 Operating Budget
City of Orono
Work Session 11 Sept 2023
Exhibit H = LL Fire Budget
Page 1
3235 800 mHz Radio Admin Fee $12,000 $6,500 $1,500 $20,000 25.00%4,000$ 16,000$
3275 Internet (MediaCom)$8,300 $0 $7,000 $15,300 2.00%300$ 15,000$
3280 Pagers / Radios (Ancom)$750 $500 $250 $1,500 -66.67%(3,000)$ 4,500$
3285 Radio Lease $4,100 $3,100 $1,000 $8,200 8,200$
3310 Travel / Mileage Reimb $400 $500 $500 $1,400 40.00%400$ 1,000$
3350 Education / Conferences $4,500 $6,000 $14,000 $4,000 $28,500 1.79%500$ 28,000$
3355 Vehicle License Registration $100 $100 100$
3610 General Liability Insurance $9,500 $9,500 0.00%-$ 9,500$
3810 Electricity Exp (Excel)$11,000 $6,000 $17,000 6.25%1,000$ 16,000$
3820 City Water/Sewer/Storm $2,800 $2,600 $5,400 10.20%500$ 4,900$
3830 Natural Gas (CenterPoint)$6,500 $5,000 $11,500 15.00%1,500$ 10,000$
3840 Custodial & Waste Removal $9,000 $7,000 $16,000 6.67%1,000$ 15,000$
3845 Lawn & Turf Maintenance $2,100 $1,500 $3,600 2.86%100$ 3,500$
4010 Bldg Maint & Repair $16,000 $9,500 $25,500 4.08%1,000$ 24,500$
4030 Light Truck Maint/Repair $1,000 $5,500 $1,500 $8,000 6.67%500$ 7,500$
4035 Heavy Truck Maint/Repair $10,000 $7,500 $1,500 $19,000 5.56%1,000$ 18,000$
4040 Other Equip/Boat Maint $3,000 $2,000 $500 $5,500 10.00%500$ 5,000$
4045 Insurance Claim Expenses $250 $250 0.00%-$ 250$
4135 Copier Maintenance $650 $650 0.00%-$ 650$
4300 Miscellaneous $1,500 $1,500 0.00%-$ 1,500$
4330 Dues & Subscriptions $2,750 $2,750 10.00%250$ 2,500$
4450 Meeting Supplies $1,500 $1,500 50.00%500$ 1,000$
4600 Recognition Expenditures $1,000 $1,000 0.00%-$ 1,000$
Subtotal Purchased Svcs $61,600 $52,350 $56,450 $51,100 $39,500 $12,350 $273,350 11.10%27,300 246,050$
$0
5710 Computer/Printer Replac $4,000 $4,000 0.00%-$ 4,000$
5800 Other Equip $4,000 $4,000 0.00%-$ 4,000$
Subtotal Capital $8,000 $0 $0 $0 $0 $8,000 0.00%- 8,000$
$0
Total LLFD Op Budget 289,488$ 229,788$ 57,200$ 188,714$ 40,000$ 44,246$ $849,436 24.28%165,936$ 683,500$
City of Orono
Work Session 11 Sept 2023
Exhibit H = LL Fire Budget
Page 2
City of Long Lake
Fire Contract Cost Allocation Formula
Fire Service Area Statistics
2024 Budget
Allocation Total Hrs Orono Long Lake Medina
Factor Year w/o Mut Aid Total Hrs Pct Hrs Pct Hrs Pct
Fire Department
Call Hours:2020 4,292 3,641 84.83%528 12.30%123 2.87%
(excluding Mutual Aid & Minnetonka Beach)
2021 5,299 4,200 79.26%761 14.36%338 6.38%
2022 6,132 4,932 80.43%893 14.56%307 5.01%
(2022 mutual aid and Minnetonka Beach hours (240+417)
Three Year Total 15,723 12,773 81.24%2,182 13.88%768 4.88%
Annual Average 5,241 4,258 0.81%727 -0.69%256 -0.12%
2023 Call Pct Factor 100.00%81.24%13.88%4.88%
Previous Year 23.91%4.75%1.35%
Weighting Factor 30.00%24.37%4.16%1.47%
Pay 2023 Fire Service Area
R.E. Est. Market Values
( in Millions $ ):5,032.09$ 4,342.58$ 86.30%375.51$ 7.46%314.00$ 6.24%
Previous Year 86.93%7.47%5.60%
Weighting Factor 70.00%60.41%5.22%4.37%
Previous Year
Combined 2024
Budget Alloc Pcts 100.00%84.78%9.39%5.83%
Previous Year 84.76%9.98%5.26%
Total Prelim 2024 LL
FD Net Operating Budget -
( Excluding Minnetonka Beach)805,190$ 682,638$ 75,583$ 46,969$
Capital Expense:-$ -$ -$
Final 2024LLFD w/CIP 805,190$ 682,638$ 75,583$ 46,969$
2024 Total Budget Increase 165,936$
2024 Budget Increase for Orono, Long Lake, Medina 154,402$ 130,901.59$ 14,493.63$ 9,006.78$
City of Orono
Work Session 11 Sept 2023
Exhibit I - Budget Allocations
340 Willow Drive Long Lake, MN 55356 P. (952) 473-9701 www.ci.long-lake.mn.us
LONG LAKE FIRE DEPARTMENT – Mike Heiland, Fire Chief
Strategic Planning
Duty Crew Implementation
Long Lake Fire Department Mission:
To minimize the loss of life and property for its fire service recipients in the cities of Long Lake, Orono,
Minnetonka Beach, and Medina from fires, natural disasters, life threatening situations including medical
emergencies and to assist other emergency agencies.
Purpose & Costs:
The purpose of this document is to outline strategic planning for the Long Lake Fire Department to
implement duty crews as follows:
Monday through Saturday from 8:00 a.m. to 4:00 p.m.
Two personnel at each station per shift (Note: Chief Heiland will be one of the two at Station 1
Monday-Friday)
Cost Estimate for 2023 - $33,000* if all shifts are filled at $50 per shift
Cost Estimate for 2024 - $98,800* if all shifts are filled at $50 per shift
*These estimate do not include occasional probationary firefighter’s $25 stipends for shadowing duty
crews.
Long Lake Fire Department Duty Crew Implementation:
Effective August 1, 2023, the Long Lake Fire Department implemented a daytime duty crew response to
incidents which will complement standard incident response via the paid on-call model. The program will
act as a variation of the organizational style of a paid on-call Fire Department. Using current personnel, the
FD will schedule Firefighters to work blocks of time during the days to respond to calls for fire and
emergency service. The means of providing fire service with Duty Crews will benefit the level of service
provided when call response may be limited based on availability or higher call volume during the day.
Firefighters doing work as a Firefighter will receive $50 along with 2 call credits per shift. Firefighters doing
non-Firefighter work will receive $25 along with 2 credits per shift. Probationary Firefighters will receive $25
along with 2 call credits per shift. Normal call pay and credit will be issued to both morning and afternoon
shifts.
2023 Department Goals the duty crews would be working on include:
● Pre Plans/Knox Box Keys
● Driving training Program/EVOC
● Basic Truck operations/Driving code 3
● Blue Card Basics
● Radio Etiquette/Operations
● Right Front Seat Training
● Workout Program
● Pump Ops/Hose deployment
● Water Supply/Drafting
● School/Community Engagements
City of Orono
Work Session 11 Sept 2023
Exhibit F = Duty Crews
Page 1
340 Willow Drive Long Lake, MN 55356 P. (952) 473-9701 www.ci.long-lake.mn.us
LONG LAKE FIRE DEPARTMENT – Mike Heiland, Fire Chief
● General Station Operations/Maintenance
● Technology/App based/Lexipol/Vector Check It/Active
● Personal development/Leadership Coaching/Mentorship
● Keeping up to date with perishable skills
● Enhanced medical training/hands-on stations
History of Long Lake Fire Duty Crews:
In 2018, Station 1 and 2 went to an all-call response model
In June 2019, Duty Crews were presented for budgeting in 2020. It was presented to the City
Councils as 4 firefighters for 8 hours per day and 5 days a week. $180,000 for personnel, $20,000
for initial uniforms, $8,000 a year for ongoing uniform allowance.
In 2020, LLFD adapted to COVID regulations and did shift style scheduling to reduce exposure.
City of Orono
Work Session 11 Sept 2023
Exhibit F = Duty Crews
Page 2
Standard Operating Procedure
Duty Crew Program Standards
DRAFT
Number: First Issued: 07/02/2023 Current Revision Date: 09/05/2023
Policy:
Effective August 1, 2023, the Long Lake Fire Department implemented a day time duty crew
response to incidents which will compliment standard incident response via the paid on call model.
The program will act as a variation of the organizational style of a paid on call Fire Department.
Using current personnel, the FD will schedule Firefighters to work blocks of time during the days to
respond to calls for fire and emergency service. The means of providing fire service with Duty
Crews will benefit the level of service provided when call response may be limited based on
availability or higher call volume during the day.
Purpose:
The purpose of this operating guideline is to establish the parameters of the Long Lake Fire
Department Duty Crew Program.
Objective: Reduce response times for emergency calls. Duty crews will have the expectation that
in-service time is no more than 2 minutes. The Duty Crew Program will also provide Firefighters
increased skill levels through training and station activities.
Rules: Daytime Duty Crew Monday through Saturday unless otherwise directed by the Chief.
● Station 1-One Apparatus Operator and one Firefighter
0800-1200 Morning
1200-1600 Afternoon
● Station 2-One Apparatus Operator and one Firefighter
0800-1200 Morning
1200-1600 Afternoon
Additionally a probationary Firefighter may be included in the Duty Crew.
Compensation: Firefighters doing work as a Firefighter will receive $50 along with 2 call credits per
shift. Firefighters doing non-Firefighter work will receive $25 along with 2 call credits per shift.
Probationary Firefighters will receive 2 call credits per shift along with $25. Normal call pay and
credit will be issued to both morning and afternoon shifts.
City of Orono
Work Session 11 Sept 2023
Exhibit F = Duty Crews
Page 3
CITY OF LONG LAKE | 450 Virginia Avenue, PO Box 606, Long Lake, MN 55356 | Ph 952.473.6961 |
September 6, 2023
City of Orono
2750 Kelley Parkway
Orono, MN 55356
Dear City Administrator Edwards and Orono City Council:
Below are a series of Long Lake Fire Department updates. This correspondence is accompanied by
attached supporting documentation for your information.
End of August Call Volume
August 30, 2021 247
August 30, 2022 303 (23% increase)
August 30, 2023 331 (9% increase)
Upcoming Events
Fire Prevention Open House 2023 will be held on October 4th from 5:30 – 8:30 pm.
Duty Crews
In August we had a total of 66 out of 138 (or 47.83%) Monday through Friday shifts filled. Only two
shifts had an additional probationary firefighter (1.92%); and four Saturday shifts were covered, three
of which involved a crew to cover Station 1 to allow the rest of the membership to attend a funeral
for a former LLFD Chief .
Shift Summary
Filled Available Percent
66 138 47.83%
Monday 14
Tuesday 14
Wednesday 8
Thursday 14
Friday 16
Saturday 4 16 25.0%
Probation Slot 2 104 1.92%
Total 72 258 27.91%
The August payroll for duty crews was $3,225.00.
A firefighter from a local area department reached out and is interested in joining the LLFD to be a duty
crew member during the week. With time, as more shifts fill, fewer call hours will be paid.
City of Orono
Work Session 11 Sept 2023
Letter to City of Orono Dated September 6, 2023
CONTINUED FROM PREVIOUS
Administrative
Firefighter Amanda Straka attends two duty crew shifts each week and assists with the following
administrative duties:
Logging in payroll data, hours worked, duty crew staffing, and training
Updating call information for the cities we serve
Remaining current on logging of fire calls
Coding invoices
Acts as a point person for events happening in and around our communities
Assists with weekly updates for LLFD membership
Organizing gas and credit card receipts
Responding to fire calls
Below is a list of work items currently in process or recently completed by firefighters during their duty
crew shifts:
Cleaned and organized Training Room and apparatus bays
Built shelving and cleaned the Training Room storage area
Deep cleaning of Station 1 completed - Station 2 cleaning will follow
Completed annual hose and ladder testing
Pump training, drafting and relay pumping
Prepared monthly and weekly station duties
Checking Knox boxes for current keys
Basic pre-plans for buildings
Assisting the Orono School District with a CPR event
Making regular checks on Boat-11
Checking vehicle fuel levels and tire air pressures
Tracking data for end of year review of the duty crew program
Running generators on engines
Truck checks on all apparatus items
Launch and operate B-12
Inventory on all medical bags
Verification of all lot numbers for AED pads, also checking aspirin and Epi pens
Check fluids on all trucks
Clean fleet inside and out
Small group medical training
Basic truck operations
2024 Budget Considerations
Duty Crew
Staffing expenses (Monday through Saturday) would total $98,800 if all shifts were filled at the higher
$50/four-hour shift rate. The calculated assumption is that only 85% of the shifts may be filled, which
would amount to a duty crew staffing expense of $83,980. (This amount should also cover occasional
probationary firefighters’ $25 stipends for shadowing duty crews).
City of Orono
Work Session 11 Sept 2023
Letter to City of Orono Dated September 6, 2023
CONTINUED FROM PREVIOUS
Call and Training Pay
A wage increase from $13.00 to $15.65 per call hour has been incorporated to raise wages to a level
more on par with surrounding fire departments, and the same corresponding percent increase will be
added to LLFD officer pay. Budgeted call hours were increased based on the rising call volume trend
from 2021 to 2023.
Sincerely,
Scott Weske
Long Lake City Administrator
City of Orono
Work Session 11 Sept 2023