HomeMy WebLinkAbout05-11-1992 HRA MeetingORONO HRA MEETING
1992
’U
MAY 11, 1992, 5:45 P.M.
1. Award of bids for City Facilities Project and
ratification of prior bids awarded by the City
Counci1.
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Orono HRA
Ron Moorse, City Administrator
May 6, 1992
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SUBJECT: Award of Bids for City Facilities
ATTACHMENTS: A. Bid Tabulation Dated 10/2S/91
B, Bid Tabulation Dated 04/16/92
The Facilities Design Committee at its May 5 meeting reviewed and
approved proposed cost reduction items to bring the facilities
project within the proposed budget. Based on the Facilities
Design Committee's actions the City Council directed that a
number of bids be awarded at the May 11 City Council meeting.
John Davies will provide bid tabulations and recommendations
regarding bid awards prior to the May 11 meeting.
In addition to awarding the current bids, the City Attorney has
indicated that the HRA must ratify prior facility bids, which
were awarded by the City Council. The City Council at its
October 28, 1991, meeting awarded a number of bids related to
site preparation and the public works building. These included
items; Number 1, 3, 4, 5 and 6 on the attached bid tabulation
sheet dated October 25, 1991. These bid awards must now be
ratified by the HRA.
Action Requested:
1. Motion of ratify the bid awards made by the City
Council at their October 20, 1991 meeting.
2. Motion to award the current bids as recommended by
John Davies.
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COUNCIL WORK SESSION - FIRE
SERVICE ALTERNATIVES 8/18/92
SPECIAL COUNCIL MEETINC- -
WITH LONC, LAKE
HECAKDINC FIRE SERVICE
PUBLIC ATTENDANCE
CITY OF CRONO MEETING DATE Auq. 18. 1992
PLEASE FILL OUT THE INFORMATION REw 'ESTED BELOW FOR OUR CITY RECORDS.
NAME (please print)ADORES'
NAME OR NUMBER
PRESENT FOR (from agenda)
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1
Ma'NUTBS OF TBB ORONO SPECIAL COUNCIL MEETING - August 18, 1992
FIRE SERVICE ALTERNATIVES
A meeting of the City Council of the City of Orono was held
pursuant to posted notice at 3,30 p.m., Tuesday, August 18, 1992
at the Orono Council Chambers with the following members present:
Mayor Barbara Peterson, CounciImembers Edward Callahan, Gabriel
Jabbour, J, Diann Goetten and Mary Butler, Also in attendance
were City Administrator Ron Moorse and Deputy Clerk Lin Vee,
Mayor Peterson called the meeting to order at 3:35 p,m.
Mayor Peterson introduced the Long Lake representatives,
Scott Luse (Long Lake CounciImember) and Chris Dietzen (Long Lake
City Attorney), who presented Long Lake’s proposal for fire
service.
Mr, Dietzen discussed the proposal booklet each
CounciImember received earlier in the day stating tabs 1-8 cover
information requested by Orono including: revenue, expenditures,
equipment list, equipment replacement plan, etc. According to
information received from Orono, he understood the existing fire
service areas were based, at least in part, on a study that Orono
did in 1980, One of the areas of concern was * he response tine.
He presented an aerial photo showing the location of fire
departments serving Orono and proposed fire service boundaries.
He indicated their proposal offers much better service and
response time for fire and medical emergencies.
On the issue of cost of service (under Tab 3), the proposed
budget is $97,433, Based on the past formula of 78.2%, that
would result in a total figure for Orono of $76,192.61.
Generally, Long Lake was able to reduce the budget by eliminating
the major equipment as an item of the budget thus being more
comparable to other proposals. They would propose that as major
equipment needs occur, they would look at bonding. The equipment
is in excellent shape and they could defer the need for new
equipment for a period of time. Each line item has been reviewed
as to possible reduction and some have been reduced.
The current contract has been a fixed rate contract so Orono
is billed a certain amount whether that money is actually spent
or not. Some years have been under while others have been over
budget when the extra amount has not been charged. The Police
contract carries forward credits and additional expenses. Long
Lake would be willing to change to that type of contract.
Since management of the Fire Department has been a concern.
Long Lake is suggesting a Fire Advisory Commission consisting of
one member from Medina, Orono and Long Lake, The City Council
would appoint that person and would not necessarily have to be an
elected official. They would have the right, opportunity and
ability to go to the monthly business meetings of the Fire
Department and Officers Meetings and to indicate their concerns
and issues they want addressed. They would have the right to
certify the election of the Fire Chief and the Assistant Fire
Chief. Under the City charter, the City of Long Lake is required
to certify this election and they are willing to give this
authority to the Fire Advisory Commission.
MINUTES OF THE ORONO SPECIAL COONCIL MEETING - August 18, 1992 ^
Shannon Madden, the medical and training officer for the
Long Lake Fire Department, supplied information on response
cimes.
Kelly Shaughnessy, an officer of the Long Lake Fire
Department, explained how fire calls are received.
Jabbour commented that to go forward, they should be aware
of concerns of the past. Orono has never had any problem with
the Fire Department and its capability to perform. His concern
lies with the capability of the Fire Department to function
within the parameters that Orono wishes.
Dietzen added that he had advised the Long Lake Council and
Fire Department that this should be treated as a business, being
cost competitive and providing services to customers. He also
had told Rick Perry, the Fire Chief, that he would have to attend
Orono Council meetings and make reports to the Council.
Jabbour stated his concerns over the Long Lake City Council
eliminating 10% of the budget, some of the fire people feeling
unable to function on this budget cut, and money being diverted
to the general fund for the City of Long Lake.
Luce stated that communication could be directly from the
Fire Department to other cities rather than from the Long Lake
City Offices. They have also asked the Fire Chief to appoint
someone to take over the administrative role of the Fire
Department who would perform like an officer providing monthly
reports.
Goetten expressed her concern over the $0 major equipment
fund. Shaughnessy said this was also a major concern of the Fire
Department and these discussions should help all people involved.
Goetten askec how the Fire Department would obtain new equipment
when necessary. Luse explained that if the purchase were over
$400,000, it would be a referendum and under $400,000 would be
through bonding. He added that in the proposal they were trying
to compare their budget to those of other cities and eliminating
the major equipment fund seemed to be the closest comparison.
Shaughnessy stressed the importance of negotiation between the
cities of Long Lake and Orono.
City Administrator Moorse stated a major issue that still
exists is the capital equipment replacement and its financing.
He compared some of the other proposals regarding this issue to
Long Lake's equipment renlacement. His concern is that, although
Long Lake has responded to Orono's concern over cost, those
reductions have been through capital equipment replacement monies
and seem to be a short term savings. Luse pointed out that in
the budget only interest on the bonds is included, not principal,
as costs to be shared by participating cities. Jabbour asked if
the principal payment comes out of Long Lake's City Budget or
Capital Outlay. Mayor Swartwood stated that Long Lake had not
been faced with that situation but that it would be a capital
outlay. Administrator Moorse restated the question, "Is the cost
when we finance a new piece of equipment now when we don't have
MI)I0T6S OP THE ORONO SPECIAL COUNCIL MEETING - August 18, 1992
an equipment fund to pay for it and we bond for it and we have
principal and interest payments, is that going to be shared among
the cities?" Mayor Swartwood replied that just the interest
would be shared and the prinicpal would be picked up by the City
of Long Lake.
Jabbour asked what percentage Medina pays. Dietzen
responded that Medina pays roughly 4% and Long Lake 18%. Jabbour
feels capital outlay should be included in the budget. Dietzen
stated the percentages were arrived at by using assessed values
of homes but could be negotiated.
Mayor Peterson stated that in all fairness to Long Lake, a
decision should be made at a later time when CounciImembers have
had an opportunity to study the proposal. Shaughnessy invited
members to the upcoming Fire Department Officers Meeting and
cautioned Council to avoid using a formula based on the number of
fire calls received. Mayor Peterson also noted that in comparing
proposals, the first year's bid may be more attractive to "get
your foot in the door" and future years may not be as attractive.
She reiterated that response nime is of urmost importance and
decisions will be based on this. Goetten added that sharing of
services between cities to reduce costs is becoming more
important.
Comments were received from the following members of the
public: Gary Printup, Mr. Touzangeau, Mike Ellis, Or. John
Sagehorn, Cliff Otten, Dianne Jentilucci, Jim Cox, Marv Siebold,
Lloyd Fairbank, Rodney Minick, and Peg Swanson. They expressed
major concern over response times. They noted that a dollar
value cannot be put on human lives iind reported several incidents
where the quick response time of the Fire Department was
important. There were comments and questions regarding Wayzata's
ability to provide increased service. They asked that Council
make a decision regarding Fire contracts for the "right" reasons
and keep communications open between Long Lake and Orono.
Callahan questioned why the cost of the same response time
is 50% higher from Long Lake than other cities. Jabbour rem:.nded
Long Lake to be competitive making it impossible for Orono to
make a decision to establish their ovm Fire Department. Callahan
stated there may be explanations regarding higher costs that ^re
acceptable and that even if the costs are higher, it doesn't mean
Orono would not choose Long Lake’s proposal. The figures may not
be correct or understood.
Mayor Peterson stated that in the past Orono has not asked
to be involved in the administration of the Fire Department. She
thanked Long Lake for providing the information requested and as
a courtesy to Long lake felt Council shou’.d take time to review
their proposal and decision on the Fire Department contract.
Dietzen again volunteered Long Lake's willingness to answer any
questions Orono may have.
MINUTES OF TUE ORONO SPECIAL COUNCIL MEETING - August 18, 1992
There were questions as to when a decision would be made
regarding the Fire Contracts. Mayor Peterson stated there will
be public hearings at the regular Council meetings and thought a
decision would be made by mid-September.
The meeting adjourned at 5:45 p.m.
/ I. v; ^7/;
Barbara A. Peterson, Mayor
Representative of Long Lake
ATTEST:
Lin Vee, Deputy Clerk