4.1. SR 08-09-2010CITY OF ELK RIVER
REGULAR MEETING OF THE
CITY COUNCIL
AGENDA
Monday, August 9, 2010
6:30 p.m.
Elk River City Hall
ITEM NUMBER
ACTION
TAKEN
I. CALL MEETING TO ORDER
2. CONSIDER COUNCIL AGENDA
3. OPEN MIKE
4. WORKSESSION
4.1. 201 I Budget
4.2. Council Open Forum
5. OTHER BUSINESS
6. COUNCIL UPDATES
7. STAFF UPDATES
8. ADJOURNMENT
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~ CONSENT AGENDA ITEMS are considered to be routine and noncontroversial by the Council and will be approved by
one motion. There will be no separate discussion of these items unless a Councilmember, staff member, or citizen so requests, in
which case the item will be removed from the consent agenda and considered under the regular agenda.
This agenda is available in alternate formats upon a 72 hour advanced notice. Auxiliary aids and services are also
available upon a 72 hour advanced notice. Please contact the City Clerk at (763) 635-1000 to make a request.
Examples of alternate formats may include: large print, Braille, audio tape, etc. Examples of auxiliary aids may
include a sign language interpreter, assistive listening device, etc.
Item # 4. I .
~~
i
cty of „',
Elk
River
MEMORANDUM
TO: Mayor and City Council
FROM: Lori Johnson, City Administrator
DATE: August 9, 2010
SUBJECT: 2011 Budget
At Monday's work session, we will continue budget discussions by reviewing the streets,
snow removal, equipment services, engineering, police, fire, and emergency management
budgets as well as the proposed fleet purchases. For the most part, the budgets are relatively
unchanged; although, there are several proposed policy changes and capital outlay requests
that staff will present for Council input and direction. This memo outlines only the
highlights of the budgets. We will, of course, discuss the budgets in as much detail as the
Council wants at the meeting.
Fleet Committee
First, we will review the Fleet Committee's recommendations for capital purchases in 2011.
The Committee has worked diligently to utilize equipment and vehicles without regard for
department lines and to pass on used equipment to other departments whenever possible.
They have consistently scrutinized purchases to ensure that equipment replacement funds
are maximized by extending the life cycle of equipment whenever possible, sharing
equipment city-wide, and transferring equipment no longer functional or needed in one
department to another department instead of buying new. Committee Chair Mark
Thompson and Finance Director Tim Simon will go over the 2011 proposal and the five
year projections for both purchases and fund balance at the meeting. The replacement cost
to fund the purchases is included in the proposed budget.
Public Works
Next, we will review the street, snow removal and equipment services budgets. These
budgets are either slightly below or less than a percent above last year's budgets after one
adjustment to move the capital outlay proposed in the snow removal budget to the
equipment replacement fund is made. This item was requested in the budget process instead
of through the fleet committee; therefore, an adjustment needs to be made. Another item
that needs to be discussed is the possibility of including overtime for snow removal in the
budget.
As you axe all well aware, we often have more street repair and maintenance needs than
funds available. One way the City deals with this is to assess street overlays to benefitting
properties. Some cities also assess seal coating whereas we cover that through the tax levy.
Generally, the tax levy does not provide sufficient funds to maintain the streets at an optimal
level. Staff would like to take a more proactive approach in the future to lengthen the time
before an overlay ox major reconstruction project is needed by increasing seal coating, crack
filling, and general maintenance. Currently the City receives five percent of its Municipal
State Aid (VISA) in maintenance funds. That $57,000 doesn't go far to cover the repair and
maintenance costs of the 151 miles of streets in the City. The street superintendent has
estimated the annual cost for routine repair and maintenance is closer to $270,000 just for
seal coating. The general fund budgeted amount fox seal coating is currently just under
$136,700. I am proposing that we increase the MSA maintenance allocation for 2011 to
fund more ongoing maintenance in an effort to preserve the investment we have made in the
infrastructure we already have. City Engineer Justin Femrite has been 1n contact with
MnDot regarding changing the allocation of maintenance funding for 2011 and will be
prepared to discuss this with the Council. As a point of reference, an increase of five
percent in the maintenance allocation would pay for seal coating an additional three miles of
roads. With no major MSA funded street project scheduled in the next few years (highways
169 and 10 would require more than just MSA funding to proceed) MSA funds axe available
for maintenance without sacrificing a previously programmed street project. If the Council
agrees with this change, the increased revenue would be offset by a direct expenditure
increase; the budget gap would not be affected.
The .engineering division budget was put together by staff prior to the city engineer being on
staff. Since July 26 when Mr. Femrite started, we have met to discuss the needs and future
plans for the engineering division with consideration of how those fit with the draft budget.
Following our discussions, we are recommending changes that require some minor
adjustments to the proposed budget. The budget attached to this memo is the original
budget that does not include those recommended changes; we will go over the
recommended adjustments at the work session.
Police
The main item of discussion in the police budget is a capital outlay request for timekeeping
software. We discussed this capital request briefly during the human resource budget
discussion last week, and, as you may recall, a request for this software was made by the
human resource division several years ago. The budget request made by the police
department is for $75,000. This covers most of the cost for implementing an electronic
timekeeping system through out the City. It does not include the cost of the input devices at
locations where computers are not available or the best method of employee input.
Fire
There are several fire department items for discussion at the budget work session. The first
item is fire contract revenue. The City provides fire service for a portion of Big Lake
Township and for Otsego. Otsego's contract requires that the payment for service be based
on the "fair share" formula. This formula has worked well in the past; however, because the
number of calls in Otsego has decreased, the formula no longer generates enough revenue to
cover the costs of providing fire service to Otsego. The current contract payment is
approximately $70,000 less than it was in 2008 because of the decrease in calls while the
City's costs of providing fire service have increased during that time. Chief Cunningham,
Tim Simon, and I met with Otsego City Administrator Mike Robertson and Finance
Director Gary. Groen to discuss our proposal to change the method of calculating Otsego's
cost of fire service. We proposed to Otsego that we change to a per parcel method of
payment which is the same method Monticello utilizes in its contract with Otsego for fire
service. This would result in more consistent charges to Otsego from year to year making
budgeting easier for both cities; but most importantly, it would cover the actual costs of
providing this service to Otsego. The Otsego City Council will be reviewing our proposal at
their August 9 Council meeting. I recommend that the Council approve a change in the
contract to the per parcel method. If the Council approves this change, staff will bring the
revised contract back fox consideration at a future meeting. Attached is a letter from Chief
Cunningham to Mike Robertson addressing this issue in addition to a letter on fire
inspection services in Otsego.
On the expenditure side of the fire department budget, also attached is a memo from Scott
Schmitt, President of the Elk River Fire Relief Association, regarding the City's 2011
contribution to the Relief Association. Due to an adjustment in the data entered on the
form calculating the contribution, the required contribution has increased resulting in the
need to increase the budgeted contribution by $8,500. This adjustment is not included in the
budget attached to this memo.
Another policy change to staff is bringing forward fox consideration is the duty officer
program. A memo from Chief Cunningham addressing this issue in detail is attached. There
is a cost associated with implementing this program that is not included in the attached
budget. If the Council concurs with the recommendation to implement a comprehensive
duty officer program, the cost will be added to the budget. Staff will be prepared to go over
this proposal in detail at the meeting.
Emergency Management
It is imperative that the City maintain its emergency siren warning system at all times. In
order to do that, a siren replacement and an upgraded siren control system are included in
the budget. Chief Cunningham will provide more information on the siren control system at
the meeting. The siren replacement is consistent with past practice of replacing a siren each
year with the exception of 2010 when it was determined that one was not needed.
Conclusion
Please remember to bring along to the meeting the summary revenue, expenditure, overtime,
and capital outlay pages that were distributed prior to last week's meeting. If you need
another copy, please contact me. Further, if you need more information on any of these
department budgets prior to the meeting, please let me know.
MEMORANDUM
Elk
River
TO: Mayor and City Council
FROM: Tim Simon, Finance Director
DATE: August 9, 2010
SUBJECT: 2011-2015 Capital Improvement Plan (CIP) -Equipment
portion
At tonight's meeting we will review the equipment replacement fund which is a section of
the CIP. The equipment replacement fund covers replacement of wheeled equipment and
vehicles. The fund is replenished on an annual basis through charges paid by each general
fund department through their operating budgets. The amount charged to each department
is allocated on the estimated replacements over the next 10 years and updated yearly. In
addition, the fund receives a portion of the payment in lieu of tax (PILOT) from Elk River
Municipal Utilities, interest earnings, and auction proceeds. This fund maintains a large fund
balance, but that is necessary given the sufficient variability as we utilize cash reserves when
several costly vehicles axe replaced in the same year. The replacement cycle is continuously
evaluated, based on costs and benefits over the next several years, to determine the optimal
time to replace vehicles.
The City's fleet committee is actively involved in the long-range planning of the replacement
of the City's fleet and financial condition of the equipment replacement fund. Mark
Thompson is the current chair of the committee.
Attachments:
• Cash flow analysis of the equipment fund
• 2011 detail equipment listing (as recommended by the fleet committee)
S: \FIN ANCE\CouncilReports \ 2011-2015equipmentreplacementfund.doc
CITY OF ELK RIVER
EQUIPMENT REPLACEMENT PLAN
2011-2015
INTRODUCTION AND PURPOSE
BACKGROUND
The Equipment Replacement Plan is a ten year forecast of equipment replacements in the
City of Elk River. It is intended to inform and plan for the equipment needs in the next
ten years, with a primary focus on the next five years to align with our capital
improvement plan (CIP). The first year of the plan becomes an adopted equipment
budget and will be funded out of the equipment replacement fund. The remaining nine
years represent an estimate of equipment needs and funding capabilities of the City and
are adjusted accordingly. Funding requirements vary from year to year. In order to
maintain a fairly consistent levy, the ten year plan is projected with a 3% inflation factor.
The cash flow requirements to fund the equipment needs in the equipment fund will
experience some ups and downs over the next ten years given the projected equipment
needs and a 3% inflation rate.
The goal for the equipment plan is to reevaluate at least annually the requested or needed
equipment and maintain financial viability of the equipment fund over the long-term.
Highlights of the 2011 proposed purchases:
Police: Three marked squad cars
Two unmarked squad cars
Parks: Two mowers
Streets: Patching Unit
OF ELK RIVER _
PMENT REPLACEMENT FUND
2008
2®/0 3°1e 3~
ESTIMATE ESTIMATE ESTIMATE
2012 ~ ~~ 2013 ~ ~ ~ 2014
S®/s
BUDGET
2015
_ _. _
.Revenues from charges _ ~
___ ~. __
150,000 ~
250,000
250,000
255,000 ~ _ _._
262,650
270,530_ ; ~
284,056
;PILOT (3% increase) ~ ~.. ' `
e ... _, ~ ~ 385,141 ~
,... ... ~ . e a 412,000:
_ ~. ~ 400.000 ~ 412,000
~~ , e ~~ 424 360 ~
~a ~ 437,091
a:_ ~ ~ ~ 450,204
~~.~~,..~
~Aer~l Lad~r (Equipment Certificates) ~ ~ , ; ; ,; ~ ~ ~ 950,000
:Interest earnings ~ .~~~ ~ ~ 20,031 ~ 31,631 ~ 13,463 ~ 14,783 14,417 ' 22,832 ~~ 33,141
~_ __
`Other revenues (sale of assets)
___. _
~ 16,629 75,000 75,000 15,000 ~ 15,000E 15,000 _
75,000
Total Sources - ~ 571,807 768,631 738,463 756,783 ~ 776,427 1,155,452, ~ 842,400
...... ~....~... , ~_ ~. _
Aer~l Ladder loan payments _ ~ ~ ~
E .._ . v P.
__
s
-
_ ~vs.~w~ _
_ ~~.. ~
~
_ _ ~ .__ r
117,126
_ v
Aerial Ladder (2014) ~ ~ ~ 9SQ000
Cap>tal Outlay - Equ~ment 518,138 877,850 645,450 1,016,455 731,224 733,000 _
690,217
EMiscellaneous expenditures (paintinglauctior~~ ~
__.
3,919
5,000
5,000
~
5,000 ~ ;
5,000 o _~
5,000
5,000
,Total Uses ~ ~~~` . , :~ 522,111 882,850 650,450 l
,021,455 ~ 1,688,000 812,344
'Net Source or (Use) 49,690 (114,219) 88,013 (264,672) 40,203 67,452 30,056
Cash balance 1,000,000 1,081,477 897,517 ~ 985,530 720,858 ~ 761,061 828,513 ~ ~ 858,569
_ _ . ..___ . , ~ ~______. ~~ _~._~ ._ ~ _ a = ~ ~ ~ .. ~ w_ ~ ~ ~.~ ~ ~ W~ .._ _ . ~..~.__ _ _ __
OW4
w..~ ..
Actual _ Budget ESTIMATE
2009 ~ 2010 201 L
~ 2011 Equipment Purchases -Preliminary ~
No. I No. I Old Description I Rpl. Cycle I Age I Primary Department I Primary Division I New Vehicle Description I 2011
N/A Non NFPA rated 20+ ear old um 20 20+ Fire Admin. NFPA rated 500 m fire um 26,000
409 2000 Ford Ex lorer 9 11 Fire Admin. Full size SUV 45,000
N/A Mobile com uters N/A N/A Fire Admin. mobile com uters 15,000
602 2008 Ford Crown Victoria 3 3 Police Patrol Sedan Full Size Marked S uad 33,000
608 2008 Ford Crown Victoria 3 3 Police Patrol Sedan Full Size Marked S uad 33,000
617 2008 Ford Crown Victoria 3 3 Police Patrol Sedan Full Size Marked S uad 33,000
614 2003 Unmarked S uad Car 7 8 Police Admin. Full size SUV" 7,000
618 2003 Unmarked S uad Car 7 8 Police Admin. Sedan Full Size Unmarked S uad 25,000
N/A Mobile S uad Com uters 2 4 4 Police Patrol Mobile S uad Com uters 2 6,000
505 2000 Chev Picku 10 11 Communi Develo ment Buildin Mid size SUV/H brid 26,000
229 1998 GMC Sierra 1-ton icku 12-15 13 Public Works Streets Ford 1 ton icku 73,000
74 1994 trailer 10-12 17 Public Works Streets Trailer 17,500
88 2002 Patchin unit 7-10 9 Public Works Streets Patchin unit 100,000
N/A N/A -additional Unit N/A N/A Public Works Streets Skid steer attachments 25,000
712 2002 Ski-Doo Skandic 3-5 9 Parks and Recreation Park Maintenance Ski-Doo Skandic 9,950
743 1991 Chev 2500 icku 10 20 Parks and Recreation Park Maintenance Chev 2500 icku 32,000
724 2006 Toro 580 Groundsmaster mower 5-7 5 Parks and Recreation Park Maintenance 5910 Toro Groundsmaster mower 87,000
725 2001 Jacobsen Hr 5111 mower 5-7 10 Parks and Recreation Park Maintenance 4010 Toro Goundsmaster mower 52,000
Total $645,450
Notes:
Rpl Cycle =per our adopted policy on useful lives.
"= Forfeitures will cover the remaining balance of $30,000.
2011 Allocation of Equipment par ERP
1 O yr.
Dept Totals Totals Sub Totals 2011 2012 2013 2014 2016
Pollca Dapartmsnt
Marked Squad replacement 8 additions 1 ,246,000 99,000 99,000 99,000 1 32,000 1 32,000
Unmarked Squad replace ment & additions 353,000 32,000 50,000 50,000 25,000 60,000
CSO vehicle Replacement 8 Additions 210,000 - 34,000 34,000 34,000 -
Mobila Computers (Other equipment) 84,000 8,000 6,000 18,000 - 18,000
Atv's 20,000 - - 20,000 - -
Motorcycle 44,000 - 22,000 - - -
Truck 100,000
Total 137,000 211,000 221,000 191,000 200,000
Building Safety
Inepeotion vehloles 62,000 26,000 28,000 -
oode enforwment 20,000 - - 21,000 - -
Enirenmental whiolee
Total 26,000 26,000 21,000 - -
Enpinaarinp
Engineering Tach Vehiole 26,000
Total - - - - -
City Hall Maintananca
Vehiola ReplaoemenT 96,000 80,000
_. Total
_.. - 60,000 - - -
Firo Department
Tanker 2 (Refurbish) 26,000 28,000
Rasoue ~ -
Graas Rip 3 75,000 - 7b,000
Inspector 1 4b,000 46,000
chief ~ 4b,000 4b,000 - -
Mobile computers 16,000 1 6,000
Aerial Ladder - -
Fire Prevention Plck-up 26,000 26,000
Inspector 2 46,000
Grass Rig 2 60,000
Tanker 2 226,000
Grass Rip 4 62,000
Inspector 1 -
Englne ~ 3b0,000
Duty officer/¢omand vehicle 46,000 - - - - -
Enplne 3
Total 86,000 120,000 - - 2b,000
8troata
Pickup Guoks 660,000 73,000 - 101,000 28,000 73,000
Dump Truck Replacements 1 ,025,000 - - - 206,000 -
Other equipment repiaasmants 784,950 142,600 11,660 137,760 106,300 102,200
Heavy Equipment 698,600 - 368,000 - - -
Totai 216,600 379,660 238,760 339,300 176,200
Administration
Pool Cars (evaluated by Fleet Oemmlttee) -
Total - - - - -
Parks
Trucks 627,600 32,000 66,000 31,000 31,000 64,b00
Mlscelianeous equipment 43,000 - - 4,600 - 14,b00
Ski-doo•s 49,750 9,960 - - - 9,960
Field Malnt. Equip. 68,000 - - - - - 36,000
Ut111H vehiole - - - - - -
Tre¢tor Attaohments 102,800 - 68,800 - - 30,000
Mowers 485,200 139,000 - - 34,600 34,200
Traotors 62,500 - 62,600 - - -
aldewalk Equipment 481,800 - - 168,000 - -
7ranors 28,000 - 6,000 - - -
Lift _ _ _
akld Steer Attaohmants 34,900 - - - - 34,900
Tanker Truck 76,000 76,000
Total 160,960 190,300 203,600 140,600 213,060
Total 645,450 986,850 689,250 670,800 613,250
.............. 645,450 1,016,455 731,224 733,000 690,217
Street Maintenance
Public Works Division
2011 Goals
^ Eliminate the need for total street reconstruction with proper maintenance techniques.
^ Inspect all City street signs within 2 years and upgrade any substandard signs.
^ Develop a sign maintenance management policy.
^ Develop a disaster debris management plan.
^ Continue planning process for Public Works expansion.
8-OS-2010 03 :48 PM CITY OF ELK ..RIVER -. ...........PAGE:: 22 _.. .. _.. I
PROPOSED BUDGET WORKSHEET
AS OF: SULY 31ST, 2010
101-GENERAL FUND
Street Maintenance
EXPENDITURES
2007
ACTUAL
2008
ACTUAL ~
2009
ACTUAL ------------
APPROVED
BUDGET - 2010 ---
CURRENT
BUDGET ) ~
Y-T-D
ACTUAL -------- 2011
REQUESTED
BUDGET --------)
CITY ADMIN
BUDGET
Personal Services
101-4-3120-4101 Regular Pay 455,341 484,892 463,381 439,050 439,050 235,898 426,650 426,650
101-4-3120-4102 Overtime Pay 19,514 18,418 0 2,000 2,000 475 0 0
101-4-3120-4103 Part-time Pay 59,817 63,127 66,338 73,750 73,750 35,652 78,400 78,400
101-4-3120-4104 PERA 32,.376 35,467 34,158 34,450 34,450 19,283 34,950 34,950
101-4-3120-4105 FICA 31,863 33,211 30,572 31,900 31,900 16,725 31,300 31,300
101-4-3120-4107 Medicare 7,452 7,767 7,150 7,450 7,450 3,911 7,350 7,350
101-4-3120-4108 Insurance 58,774 65,820 62,646 58,600 58,600 31,523 57,050 57,050
101-4-3120-4109 Workers Comp 20,450 20,286 22,128 20,950 20,950 16,958 25,050 25,050
TOTAL Personal Services 685,587 728,987 686,372 668,150 668,150 360,424 660,750 660,750
Supplies
101-4-3120-4201 Office Supplies
101-4-3120-4212 Fuels & Lubs
101-4-3120-4219 Operating Supplies
101-4-3120-4226 Street Signs
TOTAL Supplies
Other Services & Charges
101-4-3120-4319 Other Professional Services
101-4-3120-4321 Telephone
101-4-3120-4322 Postage
101-4-3120-4331 Travel, Conferences & Schools
101-4-3120-4359 Publishing
101-4-3120-4361 Insurance
101-4-3120-4389 Utilities
101-4-3120-4401 Bldg Repair/Maint Services
101-4-3120-4404 Equip Repair/Maint Services
101-4-3120-4409 Contractual Services
101-4-3120-4415 Equipment Rental
101-4-3120-4417 Uniform Rental
101-4-3120-4433 Dues & Subscriptions
101-4-3120-4437 Taxes & Licenses
101-4-3120-4460 Equip Replacement Charge
TOTAL Other Services & Charges
Capital Outlay
101-4-3120-4560 Equipment
TOTAL Capital Outlay
1,689 4,485 2,535 6,400 6,400 601 3,600 3,600
62,369 83,483 46,797 74,000 74,000 50,034 70,000 70,000
141,338 137,077 142,350 145,000 147,000 46,476 146,750 146,750
17,692 28,962 32,212 29,950 29,950 19,884 42,000 42,000
223,088 254,008 223,895 255,350 257,350 116,995 262,350 262,350
803 384 685 950 950 0 250 250
5,625 5,241 7,659 8,950 8,950 3,851 8,950 8,950
208 315 89 200 200 31 200 200
2,670 5,142 3,786 3,000 3,000 1,431 3,000 3,000
456 0 83 500 500 225 500 500
16,456 16,372 15,976 17,150 17,150 8,012 17,250 17,250
32,677 36,705 36,757 33,000 33,000 20,037 36,000 36,000
3,785 16,987 3,113 8,500 6,500 3,945 4,500 4,500
7,879 2,882 2,846 5,000 5,000 230 5,000 5,000
172,155 159,371 205,548 211,700 211,700 6,888 225,700 225,700
8,012 3,683 1,897 5,500 5,500 1,858 10,000 10,000
4,512 4,325 3,380 4,700 4,700 1,698 4,700 4,700
231 236 241 700 700 211 350 350
60 521 35 500 500 408 500 500
0 0 78,213 104,800 104,800 61,133 93,150 93,150
255,531 252,164 360,309 405,150 403,150 109,955 410,050 410,050
182,071 27,928 6,127 8,300 8,300 3,741 4,000 4,000
182,071 27,928 6,127 8,300 8,300 3,741 4,000 4,000
TOTAL Street Maintenance 1,346,277 1,263,086 1,276,703 1,336,950 1,336,950 591,118 1,337,150 1,337,150
Snow Removal
Public Works Division
2011 Goals
^ Maintain optimal winter driving conditions on City streets.
8-05~-2030 03:48 PM
101-GENERAL FUND
Snow Removal
EXPENDITURES
CITY OF ELK RIVER
PROPOSED BUDGET WORKSHEET
AS OF: JULY 31ST, 2010
2007 2008
ACTUAL ACTUAL
PAGE: 28
(--- ------- 2010 --- ----)(--- 2011 ----------)
2009 APPROVED CURRENT Y-T-D REQUESTED CITY ADMIN
ACTUAL BUDGET BUDGET ACTUAL BUDGET BUDGET
Personal Services
101-4-3130-4101 Regular Pay
101-4-3130-4102 Overtime Pay
101-4-3130-4103 Part-time Pay
101-4-3130-4104 PERA
101-4-3130-4105 FICA
101-4-3130-4107 Medicare
101-4-3130-4108 Insurance
101-4-3130-4109 Workers Comp
TOTAL Personal Services
Supplies
101-4-3130-4219 Operating Supplies
TOTAL Supplies
Capital Outlay
101-4-3130-4560 Equipment
TOTAL Capital Outlay
92,158 91,966 78,402 114,900 114,900 58,702 115,500 115,500
23,901 13,338 11,363 3,000 3,000 944 0 0
2, 288 0 285 0 0 0 0 0
6,488 6,283 6,013 8,900 8,900 .5,558 8,000 8,OOD
6,265 5,656 5,251 8,250 8,250 4,699 7,150 7,150
1,465 1,323 1,228 1,900 1,900 1,099 1,700 1,700
9,349 8,283 9,658 16,250 16,250 10,333 15,950 15,950
0 4,255 4,131 7,350 7,350 4,810 7,350 7,350
141,914 131,104 116,332 160,550 160,550 86,144 155,650 155,650
67,650 79,423 89,376 86,000 86,000 78,199 90,000 90,000
67,650 79,423 89,376 86,000 86,000 75,199 90,000 90,000
5,664 0 0 0 0 0 5,850 8,850
5,664 0 0 0 0 0 8,850 8,850
TOTAL Snow Removal
215,227 210,526 205,707 246,550 246,550 164,343 254,500 254,500
^
Equipment Maintenance
Public Works Division
2011 Goals
^ Provide the City with first rate vehicle and equipment maintenance and repairs.
B-OS-2010 03:48 PM CITY OF ELK RIV~wR PAGE:' 29-
PROPOSED BUDGET WORKSHEET
AS OF: JULY 31ST, 2010
101-GENERAL FUND
Equipment Services
EXPENDITURES
2007 2008
ACTUAL ACTUAL
(----------- - - -- 2010 -----------------)(---------- 2011 ----------)
2009 APPROVED CURRENT Y-T-D REQUESTED CITY ADMIN
ACTUAL BUDGET BUDGET ACTUAL BUDGET BUDGET
Personal Services
101-4-3150-4101 Regular Pay
101-4-3150-4102 Overtime Pay
101-4-3150-4104 PERA
101-4-3150-4105 FICA
101-4-3150-4107 Medicare
101-4-3150-4108 Insurance
101-4-3150-4109 Workers Comp
TOTAL Personal Services
Supplies
101-4-3150-4219 Operating Supplies
101-4-3150-4221 Equipment Parts
TOTAL Supplies
Other Services & Charges
101-4-3150-4404 Equip Repair/Maint Services
101-4-3150-4417 Uniform Rental
TOTAL Other Services & Charges
151,623 164,813 159,310 162,750 162,750 85,344 162,750 162,750
3,416 2,729 0 0 0 21 0 0
9,589 10,931 10,684 11,400 11,400 6,272 11,800 11,800
8,858 9,493 8,754 10,100 10,100 5,135 10,100 10,100
2,072 2,220 2,047 2,350 2,350 1,201 2,350 2,350
20,633 24,720 21,436 24,150 24,150 11,880 22,700 22,700
3,909 5,115 5,455 6,050 6,050 4,784 7,050 7,050
200,100 220,021 207,685 216,800 216,500 114,637 216,750 216,750
23,221 22,603 24,869 14,500 14,500 10,843 14,500 14,500
1,543 9,007 2,115 11,700 11,700 345 11,200 11,200
24,764 31,611 26,984 26,200 26,200 11,188 25,700 25,700
1,840 66 788 500 500 135 500 500
2,855 2,913 3,004 2,800 2,800 1,378 3,000 3,000
4,695 2,978 3,792 3,300 3,300 1,513 3,500 3,500
TOTAL Equipment Services
229,558 254,610 238,461 246,300 246,300 127,338 245,950 245,950
Engineering
Public Works Division
2011 Goals
^ Develop Pavement Management Plan for streets and trails.
^ Complete Sign Inventory and Maintenance Plan.
^ Revise existing Transportation Plan.
^ Implement a GIS Mapping System for use by all City staff.
8-06-2010 08: OT AM
101-GENERAL FUND
Engineering
EXPENDITURES
.CITY OF ELK RIVER PAGE: 1
PROPOSED BUDGET WORKSHEET
AS OF: JULY 31ST, 2010
(----------- - ---- 2010 ---------- - -----)(---------- 2011 ----------)
2007 2005 2009 APPROVED CURRENT Y-T-D REQUESTED CITY ADMIN
ACTUAL ACTUAL ACTUAL BUDGET BUDGET ACTUAL BUDGET BUDGET
Personal Services
101-4-3300-4101 Regular Pay
101-4-3300-4102 Overtime Pay
101-4-3300-4104 PERA
101-4-3300-4105 FICA
101-4-3300-4107 Medicare
101-4-3300-4108 Insurance
101-4-3300-4109 Workers Comp
TOTAL Personal Services
Supplies
101-4-3300-4201 office Supplies
101-4-3300-4212 Fuels & Lubs
101-4-3300-4219 operating Supplies
TOTAL Supplies
Other Services & Charges
101-4-3300-4303 Engineering Fees
101-4-3300-4319 Other Professional Services
101-4-3300-4321 Telephone
101-4-3300-4322 Postage
101-4-3300-4331 Travel, Conferences & Schools
101-4-3300-4361 Insurance
101-4-3300-4404 Equip Repair/Maint Services
101-4-3300-4460 Equip Replacement Charge
TOTAL Other Services & Charges
20,167 12,895 0 86,850 56,850 0 39,600 39,600
0 83 0 0 0 0 0 0
1,214 852 0 6,100 6,100 0 2,900 2,900
1,204 851 0 5,400 5,400 0 2,450 2,450
282 199 0 1,250 1,250 0 600 600
1,985 2,381 0 16,350 16,350 0 5,450 5,450
0 37 63 200 200 316 250 250
24,853 17,298 63 116,150 116,150 316 51,250 51,250
1,422 666 295 1,000 1,000 14 1,000 1,000
14 328 76 1,200 1,200 0 750 750
8,799 2,967 9,157 8,800 8,800 1,811 8,800 8,800
10,235 3,960 9,528 11,000 11,000 1,825 10,550 10,550
86,909 67,451 69,658 20,000 20,000 11,269 0 0
19,670 5,163 26,300 22,500 22,500 0 10,000 10,000
464 637 8 1,150 1,150 3 1,150 1,150
810 1 418 200 200 131 200 200
182 3,575 110 5,850 5,850 0 5,850 5,850
0 112 206 250 250 94 200 200
4,370 2,002 405 500 500 0 500 500
0 0 441 750 750 438 800 800
112,405 78,941 97,546 51,200 51,200 11,934 18,700 18,700
TOTAL Engineering
TOTAL EXPENDITURES
REVENUE OVER/(UNDER) EXPENDITURES
147,493 100,199 107,137 178,350 178,350 14,075 80,500 80,500
147,493 100,199 107,137 178,350 178,350 14,075 80,500 80,500
( 147,493) ( 100,199) ( 107,137) ( 178,350) ( 178,350) ( 14,075) ( 80,500) ( 80,500)
Police Department
2011 Goals
^ Finalize the countywide Joint Crime Scene Team processes and work to develop standardized
crime scene response protocol to assure efficiency and cost-savings for all agencies involved.
^ Cycle two officers into the rotating juvenile detective positions.
^ Continue working with the Sheriff s Office and other local police agencies to determine the
feasibility of Elk River entering into the new Countywide Records System.
^ Work with the Park and Recreation staff to develop long term strategies to handle the on-going
crime concerns and juvenile problems at Lions Park.
^ Develop amulti-agency response plan with Met Transit Police regarding current commuter rail
issues after sporting events. (Evening and weekend Twins and Vikings games.)
^ Continue to structure and enhance the Police Chaplain Program to add additional Chaplains
beyond the initial four volunteers.
6-OS-2010 03:48 PM ~- CZTY OF ELK RIVER PAGE: 16
PROPOSED BUDGET WORKSHEET
AS OF: JULY 31ST, 2010
101-GENERAL FUND
Police Administration
EXPENDITURES
(----------------- 2010 -- - -------------)(---------- 2011 ----------)
2007 2008 2009 APPROVED CURRENT Y-T-D REQUESTED CITY ADMIN
ACTUAL ACTUAL ACTUAL BUDGET BUDGET ACTUAL BUDGET BUDGET
Personal Services
101-4-2110-4101 Regular Pay
101-4-2110-4102 Overtime Pay
101-4-2110-4104 PERA
101-4-2110-4105 FICA
101-4-2110-4107 Medicare
101-4-2110-4108 Insurance
101-4-2110-4109 Workers Comp
TOTAL Personal Services
Supplies
101-4-2110-4201 Office Supplies
101-4-2110-4217 Uniform Allowance
101-4-2110-4219 Operating Supplies
TOTAL Supplies
Other Services & Charges
101-4-2110-4319 Other Professional Services
101-4-2110-4321 Telephone
101-4-2110-4322 Postage
101-4-2110-4331 Travel, Conferences & Schools
101-4-2110-4359 Publishing
101-4-2110-4361 Insurance
101-4-2110-4404 Equip Repair/Maint Services
101-4-2110-4433 Dues & Subscri tions
P
101-4-2110-4437 Taxes & Licenses
TOTAL Other Services & Charges
Capital Outlay
101-4-2110-4560 Equipment
TOTAL capital outlay
317,175 342,616 274, 861 275,400 275,400 149,336 275,400 275,400
0 1,237 0 0 0 0 0 0
34,005 38,685 38,568 38,850 38,850 22,401 39,650 39,650
3,178 3,089 1,116 0 0 0 0 0
3,285 3,375 2,868 1,250 1,250 1,516 2,750 2,750
25,548 29,149 23,256 24,400 24,400 14,189 25,650 25,650
41,248 42,899 46,225 55,150 55,150 40,172 59,350 59,350
424,739 461,050 386.,895 395,050 395,050 227,613 402,800 402,800
12,049 13,297 10,187 17,000 17,000 4,875 19,000 19,000
2,033 2,109 2,124 2,150 2,150 1,756 2,250 2,250
5,003 6,701 1,429 1,950 1,950 1,000 4,600 4,600
19,086 22,107 13,740 21,100 21,100 7,630 25,850 25,850
5,360 1,801 1,609 5,500 5,500 0 4,950 4,950
21,667 22,533 21,992 27,400 27,400 11,434 29,300 29,300
1,796 1,744 1,452 2,100 2,100 993 2,200 2,200
2,712 5,850 1,004 4,300 4,300 1,410 3,350 3,350
0 850 112 500 500 224 500 500
12,698 9,587 9,037 9,850 9,850 4,461 9,600 9,600
21,989 48,083 57,537 68,900 68,900 44,143 75,250 75,250
3,751 3,140 5,869 8,400 8,400 7,851 9,200 9,200
295 428 336 700 700 128 800 800
70,267 94,315 98,948 127,650 127,650 70,644 135,150 135,150
60,246 57,599 57,599 0 0 0 75,000 75,000
60,246 57,599 57,599 0 0 0 75,000 75,000
TOTAL Police Administration
574,339 635,071 557,182 543,800 543,800 305,888 638,800 638,800
B-OS-2010 03:48 PM CITY OF ELK,- RIVER PAGE: 17
PROPOSED BUDGET WORKSHEET
AS OF: JULY 31ST, 2010
101-GENERAL FUND
Patrol
EXPENDITURES
(----------------- 2010 ------- - - - - ---)(---------- 2011 ----------)
2007 2008 2009 APPROVED CURRENT Y-T-D REQUESTED CITY ADMIN
ACTUAL ACTUAL ACTUAL BUDGET BUDGET ACTUAL BUDGET BUDGET
Personal Services
101-4-2120-4101 Regular Pay
101-4-2120-4102 Overtime Pay
101-4-2120-4104 PERA
101-4-2120-4105 FICA
101-4-2120-4107 Medicare
101-4-2120-4108 Insurance
101-4-2120-4110 Re-employment Compensation
TOTAL Personal Services
Supplies
101-4-2120-4212 Fuels & Lubs
101-4-2120-4217 Uniform Allowance
101-4-2120-4219 Operating Supplies
101-4-2120-4221 Equipment Parts
TOTAL Supplies
Other Services & Charges
101-4-2120-4331 Travel, Conferences & Schools
101-4-2120-4404 Equip Repair/Maint Services
101-4-2120-4433 Dues & Subscriptions
101-4-2120-4460 Equip Replacement Charge
TOTAL other Services & Charges
1,312,663 1,373,244 1,409,607 1,441,800 1,441,800 754,451 1,444,350 1,444,350
81,484 135,154 84,384 90,000 90,000 31,963 90,000 90,000
161,793 192,298 208,994 216,000 216,000 117,935 220,950 220,950
20 0 0 0 0 12 0 0
17,099 18,132 17,696 19,900 19,900 9,896 19,950 19,950
126,874 145,623 153,561 163,500 163,500 97,184 171,450 171,450
117 0 0 0 0 0 0 0
1,700,050 1,864,451 1,874,243 1,931,200 1,931,200 1,011,443 1,946,700 1,946,700
94,885 103,754 86,199 118,350 115,350 49,522 118,350 118,350
13,207 13,275 14,267 15,850 15,850 6,666 23,900 23,900
51,933 62,875 41,820 69,650 69,650 25,927 58,650 58,650
21,933 26,779 24,428 28,000 28,000 5,245 28,000 28,000
181,959 206,683 166,715 231,850 231,850 87,361 228,900 228,900
24,438 10,385 10,969 15,300 15,300 6,445 15,650 15,650
15,808 20,050 19,956 27,350 27,350 3,637 26,700 26,700
190 110 230 550 550 190 550 550
0 0 26,753 38,900 38,900 22,692 44,150 44,150
40,436 30,545 57,908 82,100 82,100 32,964 87,050 87,050
TOTAL Patrol 1,922,446 2,101,679 2,098,865 2,245,150 2,245,150 1,131,767 2,262,650 2,262,650
8-OS-2010 03:48 PM - CITY OF ELK RIVER- PAGE: 18
PROPOSED BUDGET WORKSHEET
AS OF: JULY 31ST, 2010
101-GENERAL FUND
Investigations
EXPENDITURES
2007 2008
ACTUAL ACTUAL
~------ --------- 2010 --- -----)C--------- 2011 ----------)
2009 APPROVED CURRENT Y-T-D REQUESTED CITY ADMIN
ACTUAL BUDGET BUDGET ACTUAL BUDGET BUDGET
Personal Services
101-4-2130-4101 Regular Pay
101-4-2130-4102 Overtime Pay
101-4-2130-4104 PERA
101-4-2130-4107 Medicare
101-4-2130-4108 Insurance
TOTAL Personal Services
Supplies
101-4-2130-4217 Uniform Allowance
101-4-2130-4219 Operating Supplies
TOTAL Supplies
Other Services & Charges
101-4-2130-4319 Other Professional Services
101-4-2130-4331 Travel, Conferences & Schools
101-4-2130-4433 Dues & Subscriptions
101-4-2130-4460 Equip Replacement Charge
TOTAL Other Services & Charges
436,603 500,104 505,198 505,400 505,400 272,809 505,600 505,600
41,624 47,865 35,969 40,000 40,000 7,591 45,000 45,000
55,411 70,023 76,613 76,900 76,900 40,109 79,300 79,300
4,458 5,127 4,955 4,750 4,750 2,775 5,850 5,850
45,290 53,856 54,309 61,650 61,650 37,002 70,100 70,100
583,387 676,975 677,044 688,700 688,700 360,287 705,850 705,850
3,778 4,664 4,900 5,050 5,050 2,648 5,150 5,150
9,650 5,672 6,594 6,800 6,800 3,156 8,700 8,700
13,428 10,336 11,494 11,850 11,850 5,803 13,850 13,850
4,487 6,039 2,226 11,900 11,900 1,588 11,900 11,900
4,870 4,409 2,273 4,050 4,050 4,375 5,550 5,550
60 0 50 800 800 455 1,050 1,050
0 0 6,260 14,050 14,050 8,196 14,250 14,250
9,416 10,448 10,809 30,800 30,800 14,614 32,750 32,750
TOTAL Investigations
606,231 697,759 699,347 731,350 731,350 380,704 752,450 752,450
8-05-2030 ~03:48 PM - CITY OF ELK RIVER PAGE: 19 ~ ~ ~.'- ,... . .. ... ..I
PROPOSED BUDGET WORKSHEET
AS OF: SULY 31ST, 2010
101-GENERAL FUND
Police Support Services
EXPENDITURES
(- --- 2010 -----------------)(-- - ------ 2011 ----------)
2007 2008 2009 APPROVED CURRENT Y-T-D REQUESTED CITY ADMIN
ACTUAL ACTUAL ACTUAL BUDGET BUDGET ACTUAL BUDGET BUDGET
Personal Services
101-4-2150-4101 Regular Pay
101-4-2150-4102 Overtime Pay
101-4-2150-4104 PERA
101-4-2150-4105 FICA
101-4-2150-4107 Medicare
101-4-2150-4108 Insurance
TOTAL Personal Services
supplies
101-4-2150-4201 Office Supplies
101-4-2150-4217 Uniform Allowance
101-4-2150-4219 Operating Supplies
TOTAL Supplies
Other Services & Charges
101-4-2150-4331 Travel, Conferences & Schools
101-4-2150-4404 Equip Repair/Maint Services
101-4-2150-4409 Contractual Services
101-4-2150-4433 Dues & Subscriptions
101-4-2150-4460 Equip Replacement Charge
TOTAL Other Services & Charges
Capital Outlay
101-4-2150-4560 Equipment
TOTAL Capital Outlay
321,075 333,539 343,203 347,300 347,300 178,309 347,050 347,050
6,207 7,224 607 6,500 6,500 148 3,500 3,500
20,210 21,896 23,034 24,750 24,750 13,374 25,400 25,400
19,881 20,647 20,681 21,950 21,950 11,549 21,750 21,750
4,655 4,829 4,837 5,150 5,150 2,712 5,100 5,100
37,086 40,132 42,048 44,150 44,150 23,700 46,350 46,350
409,113 428,266 434,411 449,800 449,800 229,792 449,150 449,150
1,537 742 674 1,000 1,000 174 1,000 1,000
2,976 1,975 1,663 2,750 2,750 866 3,000 3,000
8,068 9,442 3,974 9,150 9,150 681 10,100 10,100
12,581 12,159 6,311 12,900 12,900 1,721 14,100 14,100
2,332 608 595 3,550 3,550 1,119 3,550 3,550
3,661 3,697 3,765 2,650 2,650 2,183 1,850 1,850
14,641 11,497 12,398 16,000 16,000 4,268 16,000 16,000
90 253 253 500 500 223 500 500
0 0 4,762 5,100 5,100 2,975 6,550 6,550
20,724 16,055 21,773 27,800 27,800 10,767 28,450 28,450
0 0 0 11,400 11,400 10,303 0 0
0 0 0 11,400 11,400 10,303 0 0
TOTAL Police Support Services
442,418 456,480 462,495 501,900 501,900 252,584 491,700 491,700
8-OS-2010 03:4$ PM, -~
101-GENERAL FUND
Police Reserves
EXPENDITURES
CITY OF ELK ':RIVER-:
PROPOSED BUDGET WORKSHEET
AS OF: JULY 31ST, 2010
2007 2008
ACTUAL ACTUAL
PAGE: 20
(----------------- 2010 -----------------)(---------- 2011 ----------)
2009 APPROVED CURRENT Y-T-D REQUESTED CITY ADMIN
ACTUAL BUDGET BUDGET ACTUAL BUDGET BUDGET
Personal Services
101-4-2160-4103 Part-time Pay
101-4-2160-4105 FICA
101-4-2160-4107 Medicare
101-4-2160-4109 Workers Comp
101-4-2160-4110 Re-employment Compensation
TOTAL Personal Services
Supplies
101-4-2160-4217 Uniform Allowance
101-4-2160-4219 Operating Supplies
TOTAL Supplies
Other Services & Charges
101-4-2160-4319 Other Professional Services
101-4-2160-4321 Telephone
101-4-2160-4331 Travel, Conferences & Schools
101-4-2160-4359 Publishing
101-4-2160-4433 Dues & Subscriptions
TOTAL Other Services & Charges
TOTAL Police Reserves
4,406 6,266 975 5,500 5,500
273 388 58 350 350
64 91 14 100 100
0 881 751 0 0
0 31 56 0 0
4,743 7,657 1,853 5,950 5,950
8,040 3,470 970 5,000 5,000
4,867 4,897 1,863 6,000 6,000
12,907 8,367 2,833 11,000 11,000
1,355 350 1,684 1,500 1,500
1,259 1,159 1,657 1,600 1,600
2,510 365 450 1,700 1,700
0 224 0 150 150
703 612 481 1,000 1,000
5,826 2,710 4,272 5,950 5,950
23,476 18,734 8,957 22,900 22,900
1,368 5,500 5,500
87 350 350
20 100 100
0 0 0
0 0 0
1,476 5,950 5,950
7 5,000 5,000
183 6,000 6,000
190 11,000 11,000
0 1,500 1,500
977 1,600 1,600
0 1,700 1,700
0 150 150
S1S 1,000 1,000
1,495 5,950 5,950
3,161 22,900 22,900
8-OS-2010 03:48 PM CITY OF ELK RIVER ~ PAGE: 21 ~ '.. - - I
PROPOSED BUDGET WORKSHEET
AS OF: JULY 31ST, 2010
101-GENERAL FUND
Public safety building
EXPENDITURES
~-------------- 2010 ---------------) ~---------- 2011 ---------)
2007 2008 2009 APPROVED CURRENT Y-T-D REQUESTED CITY ADMIN
ACTUAL ACTUAL ACTUAL BUDGET BUDGET ACTUAL BUDGET BUDGET
___
Personal Services
101-4-2190-4101 Regular Pay
101-4-2190-4102 Overtime Pay
101-4-2190-4103 Part-time Pay
101-4-2190-4104 PERA
101-4-2190-4105 FICA
101-4-2190-4107 Medicare
101-4-2190-4108 Insurance
101-4-2190-4109 Workers Comp
TOTAL Personal Services
Supplies
101-4-2190-4219 Operating Supplies
TOTAL Supplies
Other Services & Charges
101-4-2190-4361 Insurance
101-4-2190-4389 Utilities
101-4-2190-4401 Bldg Repair/Maint Services
TOTAL Other Services & Charges
76,452 86,647 91,198 100,600 100,600 51,830 101,850 101,850
0 863 0 0 0 86 0 0
144 717 1,047 0 0 0 0 0
4,674 5,544 6,201 7,050 7,050 3,804 7,400 7,400
4,542 5,308 5,598 6,250 6,250 3,311 6,300 6,300
1,062 1,242 1,310 1,450 1,450 775 1,500 1,500
12,052 11,317 12,191 12,650 12,650 6,911 13,300 13,300
2,110 2,438 2,243 4,050 4,050 2,304 3,400 3,400
101,036 114,076 119.,789 132,050 132,050 69,021 133,750 133,750
12,649 13,216 18,244 18,200 18,200 16,738 15,000 15,000
12,649 13,216 18,244 18,200 18,200 16,738 15,000 15,000
6,329 6,197 6,130 6,500 6,500 3,123 6,750 6,750
17,933 18,394 11,681 18,200 18,200 13,174 18,200 18,200
14,930 22,422 17,020 31,300 31,300 9,394 31,300 31,300
39,193 47,014 34,830 56,000 56,000 25,691 56,250 56,250
TOTAL Public safety building
152,878 174,305 172,862 206,250 206,250 111,451 205,000 205,000
Fire Department
2011 Goals
^ Strengthen and expand duty officer program.
^ Expand in-house training program for all firefighters and implement an officer development
program for new/veteran officers.
^ Develop a comprehensive manual including department policies and tactical
procedures/guidelines.
^ Enhance/expand technical rescue capabilities.
^ Transition to new Countywide Computer Aided Dispatch (CAD) software and begin beta
testing mobile appliances.
^ Develop occupancy pre-plans for the fire department service area.
^ Continue fire inspections of all commercial and industrial buildings in Elk River.
^ Continue the housing code inspection program to ensure all rental housing meets the intent
of the International Property Maintenance Code.
8-05-2010 03:48 PM
101-GENERAL FUND
Fire Administration
EXPENDITURES
Personal Services
101-4-2310-4101 Regular Pay
101-4-2310-4102 Overtime Pay
101-4-2310-4103 Part-time Pay
101-4-2310-4104 PERA
101-4-2310-4105 FICA
101-4-2310-4106 Other Retirement Contributions
101-4-2310-4107 Medicare
101-4-2310-4108 Insurance
101-4-2310-4109 Workers Comp
101-4-2310-4110 Re-employment Compensation
TOTAL Personal Services
Supplies
101-4-2310-4201 Office Supplies
101-4-2310-4212 Fuels & Lubs
101-4-2310-4217 Uniform Allowance
101-4-2310-4219 operating Supplies
101-4-2310-4221 Equipment Parts
TOTAL Supplies
Other Services & Charges
101-4-2310-4319 Other Professional Services
101-4-2310-4321 Telephone
101-4-2310-4322 Postage
101-4-2310-4331 Travel, Conferences & Schools
101-4-2310-4359 Publishing
101-4-2310-4361 Insurance
101-4-2310-4389 Utilities
101-4-2310-4401 Bldg Repair/Maint Services
101-4-2310-4404 Equip Repair/Maint Services
101-4-2310-4433 Dues & Subscriptions
101-4-2310-4460 Equip Replacement Charge
.TOTAL Other Services & Charges
Capital Outlay
101-4-2310-4560 Equipment
TOTAL Capital Outlay
TOTAL Fire Administration
CITY OF ELK RIVER
PROPOSED BUDGET WORKSHEET
AS OF: JULY 31ST, 2010
PAGE: 22.. I
(----------------- 2010 -----------------)(---------- 2011 ----------)
2007 2005 2009 APPROVED CURRENT Y-T-D REQUESTED CITY ADMIN
ACTUAL ACTUAL ACTUAL BUDGET BUDGET ACTUAL BUDGET BUDGET
82,971 94,736 85,767 76,250 76,250 47,731 86,200 86,200
0 296 0 0 0 10 0 0
140,637 169,852 142,779- 153,000 153,000 78,648 164,400 164,400
10,256 12,645 - 8,368 13,250 13,250 7,085 13,500 13,500
9,155 10,983 8,923 10,100 10,100 5,170 11,150 11,150
29,800 30,000 30,000 30,000 30,000 30,000 30,000 30,000
3,130 3,618 2,998 3,500 3,500 1,760 3,650 3,650
10,451 11,751 7,479 9,900 9,900 4,967 7,200 7,200
11,889 14,825 14,925 16,700 16,700 13,683 20,200 20,200
0 95 588 0 0 33 0 0
298,288 348,801 301,826 312,700 312,700 189,087 336,300 336,300
4,884 1,307 1,145 1,200 1,200 476 5,150 5,150
7,809 10,361 5,704 9,000 9,000 3,704 8,000 8,000
1,022 677 3,190 1,100 1,100 1,339 4,400 4,400
30,402 32,974 43,316 22,700 22,700 10,410 26,150 26,150
0 0 0 0 0 0 7,400 7,400
44,117 45,319 53,355 34,000 34,000 15,929 51,100 51,100
2,493 3,959 2,873 5,050 5,050 1,838 5,100 5,100
2,422 3,105 2,744 3,000 3,000 1,432 4,950 4,950
497 701 354 500 500 211 500 500
14,228 18,944 7,286 20,000 20,000 5,499 27,450 27,450
141 240 436 500 500 0 300 300
20,190 18,266 16,854 18,800 18,800 8,126 17,500 17,500
12,878 13,827 11,410 15,150 15,150 7,524 15,150 15,150
18,468 5,523 4,558 4,450 4,450 1,048 5,650 5,650
38,127 18,081 25,222 27,100 27,100 8,907 31,550 31,550
1,804 1,803 1,941 2,000 2,000 1,449 1,950 1,950
0 0 9,170 22,300 22,300 13,008 29,650 29,650
111,249 84,448 82,847 118,850 118,850 49,041 139,750 139,750
26,029 0 0 0 0 0 20,000 20,000
26,029 0 0 0 0 0 20,000 20,000
479,683 478,568 438,028 465,550 465,550 254,057 547,150 547,150
8-OS-2010 03:48 PM -
101-GENERAL FUND
Fire Inspections
EXPENDITURES
Personal Services
101-4-2320-4101 Regular Pay
101-4-2320-4102 Overtime Pay
101-4-2320-4103 Part-time Pay
101-4-2320-4104 PERA
101-4-2320-4105 FICA
101-4-2320-4107 Medicare
101-4-2320-4105 Insurance
101-4-2320-4110 Re-employment Compensation
TOTAL Personal Services
Supplies
101-4-2320-4201 Office Supplies
101-4-2320-4212 Fuels & Lubs
101-4-2320-4217 Uniform Allowance
101-4-2320-4219 Operating Supplies
TOTAL Supplies
Other Services & Charges
101-4-2320-4321 Telephone
101-4-2320-4322 Postage
101-4-2320-4331 Travel, Conferences & Schools
101-4-2320-4359 Publishing
101-4-2320-4404 Equip Repair/Maint Services
101-4-2320-4433 Dues & Subscriptions
TOTAL Other Services & Charges
CITY OF ELK RIVER
PROPOSED BUDGET WORKSHEET
AS OF: JULY 31ST, 2010
PAGE: 23
(----------------- 2010 --------- - ------)(---------- 2011 ----------)
2007 2008 2009 APPROVED CURRENT Y-T-D REQUESTED CITY ADMIN
ACTUAL ACTUAL ACTUAL BUDGET BUDGET ACTUAL BUDGET BUDGET
123,720 129,784 132,472 128,900 128,900 69,896 129,400 129,400
1, 836 562 0 0 0 0 0 0
13,252 6,754 6,098 0 0 0 0 0
9,113 13,352 13,874 14,650 14,650 8,321 14,850 14,850
7,822 4,088 3,885 3,250 3,250 2,064 3,250 3,250
1,953 1,921 1,972 1,900 1,900 1,070 1,900 1,900
11,948 12,672 13,280 14,650 14,650 8,049 14,850 14,850
0 682 0 0 0 0 0 0
169,646 169,814 171,580 163,350 163,350 89,400 164,250 164,250
433 2,893 47 3,050 3,050 484 2,750 2,750
2,660 3,077 2,443 5,900 5,900 1,707 3,500 3,500
299 880 240 800 800 0 1,400 1,400
4,490 4,878 6,621 4,550 4,550 510 4,450 4,450
7,882 11,728 9,351 14,300 14,300 2,701 12,100 12,100
1,001 1,392 1,207 1,050 1,050 890 2,950 2,950
0 0 0 150 150 0 0 0
1,554 399 944 3,200 3,200 546 2,500 2,500
82 43 0 200 200 0 0 0
1,456 1,836 1,407 1,850 1,850 532 2,000 2,000
240 70 70 500 500 0 1,350 1,350
4,332 3,740 3,629 6,950 6,950 1,967 8,800 8,800
TOTAL Fire Inspections
181,860 185,283 184,560 184,600 184,600 94,069 185,150 185,150
Emergency Management
2011 Goals
^ Replace siren #7 at 21019 York Street.
^ Begin upgrading radio boards for narrow-band compliance and add capability for 24/7 remote
siren monitoring/testing.
^ Conduct a full scale exercise in Spring/Summer 2011.
:8-OS-2010 03:4.8 PM
101-GENERAL FUND
Emergency Management
EXPENDITURES
CITY OF ELK .. RIVER._ - _..._..._; _.... _.. .PAGE.: 24 _ - -
PROPOSED BUDGET WORKSHEET
AS OF: SULY 31ST, 2010
~-------------- 2010 ---------------) 1---------- 2011 -'------)
2007 2008 2009 APPROVED CURRENT Y-T-D REQUESTED CITY ADMIN
ACTUAL ACTUAL ACTUAL BUDGET BUDGET ACTUAL BUDGET BUDGET
Personal Services
101-4-2330-4101 Regular Pay
101-4-2330-4104 PERA
101-4-2330-4107 Medicare
101-4-2330-4108 Insurance
TOTAL Personal Services
Supplies
101-4-2330-4201 Office Supplies
101-4-2330-4219 Operating Supplies
TOTAL Supplies
Other Services & Charges
101-4-2330-4321 Telephone
101-4-2330-4322 Postage
101-4-2330-4331 Travel, Conferences & Schools
101-4-2330-4359 Publishing
101-4-2330-4389 Utilities
101-4-2330-4404 Equip Repair/Maint Services
101-4-2330-4433 Dues & Subscriptions
TOTAL Other Services & Charges
Capital Outlay
101-4-2330-4560 Equipment
TOTAL Capital Outlay
9,029 9,620 8,193 8,300 8,300 4,528 8,900 8,900
1,047 1,178 698 1,400 1,400 679 1,300 1,300
124 127 114 150 150 69 150 150
696 732 344 1,100 1,100 314 600 600
10,896 11,656 9,349 10,950 10,950 5,590 10,950 10,950
1,347 1,915 695 400 400 52 500 500
5,165 6,035 8,795 8,500 8,500 1,679 9,150 9,150
6,512 7,950 9,493 8,900 8,900 1,731 9,650 9,650
2,496 1,244 1,410 1,500 1,500 723 1,650 1,650
0 0 0 100 100 62 0 0
720 1,382 256 1,850 1,850 225 4,000 4,000
749 0 0 500 500 0 0 0
1,370 1,485 1,253 1,500 1,500 640 1,500 1,500
3,414 8,129 4,891 5,100 5,100 1,994 7,800 7,800
200 200 200 400 400 100 100 100
8,948 12,441 8,010 10,950 10,950 3,744 15,050 15,050
13,680 14,669 0 0 0 0 71,750 71,750
13,680 14,669 0 0 0 0 71,750 71,750
TOTAL Emergency Management
40,036 46,716 26,851 30,800 30,800 11,064 107,400 107,400
t~ver
Fire Department
13065 Orono Parkway
Elk River, MN 55330
Friday, August 06, 2010
Mike Robertson, City Administrator
City of Otsego
8899 Nashua Ave. NE
Otsego, MN 55330
Re: Fire Protection Services Contract
Dear Mr. Robertson,
Thank you fox taking the time recently to discuss the fire protection senrices contract between the
CitST of Elk River and the City of Otsego and for providing me the opportunity to address your
Council on July 26, 2010with ayear-to-date update. I hope that pour Council and staff found the
information informative and helpful.
In follow-up to our previous discussions, I have had the opportunity to review ow: existing
contract which vas last formally updated on September 16, 1998 and to prepare a proposal for
what I hope will set the foundation to update/renew the contract in the near future.
Presently, the contract is based upon a percent of fire calls within the Elk River "Otsego" fire
district As all of us have noticed in the past five years, the actual amount has fluctuated
depending on the number of calls for service. This model makes budgeting for both Cities
difficult and doesn't accurately reflect the actual cost of running the fire department (considering
costs related to operating expenses, capital purchases and general overhead). Regardless of the
number of calls for service, the department must be at a constant state of readiness.
With the assistance of our City's Finance Director, Tim Simon, we researched a number of
different options and recommend changing the model to a per parcel amount. This is a widely
used model and better reflects the administrative/operations budget of the fire department.
According to the Wright County Assessor's Office, there are 3,248 parcels in Elk River's fire
protection district. Taking into consideration the fire department's requested 2011 budget
0766,190) and the percentage of parcels in Otsego (22%), this equates to X52.28 per parcel The
total proposed 2011 Otsego contract amount would be X169,799.64.
The City of Elk River is recommending a five (5) year contract with a 3% annual increase
although we will be happy to discuss other term options. This amount does not include fire
inspection senrices which will be proposed separately.
Phone: 763.635.1100
Fax: 763.635.1090
www.ci.elk-rivermn.us
The Elk River Fire Department is proud to be a public safety partner for the City of Otsego and
will continue to work hard to provide superb fire protection services to your community.
I look forward to future discussions on this matter. Once you have had an opportunity to
review these details, we will be happy to draft a formal contract for your consideration. The
Elk River City Council is also reviewing this proposal at the August 9`" work session.
If you have any questions, comments or concerns, please do not hesitate to contact me via
telephone at (763) 635-1105 or via E-Mail at junningham@ci.elk-river.mn.us.
Sincerely,
1 ~.
T. John Cunningham
Fire Chief
CC; Mayor and City Council (Elk River)
Lori Johnson, City Administrator (Elk River)
Tim Simon, Finance Director (Elk River)
2
City
E
rover
Fire Department
13065 Orono Parkway
Elk River, MN 55330
Friday, August O6, 2010
Mike Robertson, City Administrator
City of Otsego
8899 Nashua Ave. NE
Otsego, MN 55330
Re: Fire Inspection Services Contract
Dear NIr. Robertson,
In follow-up to the City of Elk River's proposal to update/renew the fire protection services
contract with the City of Otsego, I would also like to propose starting a fire inspection
program for your City.
Presently, the Elk River Fire Department only conducts initial fire code inspections on new
construction within our Otsego foe service district. Due to the potential buildup of
combustible by-products common in restaurants, our Fire Marshal's office does conduct
occasional hood inspections in Otsego as a courtesy. To our knowledge, however, regular
fire code inspections on commercial structures are presently not being completed. Such
inspections and enforcement are critical components of any fire prevention program and
helps enhance the safety of the communitjT and five service professionals.
The Elk River Fire Department is interested and willing to partner with the City of Otsego
to begin a fire inspection program. While the specific details will need to be discussed
further, the fire inspection program would encompass your entire City and the information
(i.e. pxeplans and inspection history) would be shared among all fire service pxov-iders (there
would be no change to the department's operational "fire protection" district).
Because of the time commitments associated with such a program, the fire department
would be required to hire an additional staff member. To begin the program, we recommend
a part time (1,080 hour) position. This staff member will be a City of Elk River (Fire
Department) employee but their entire focus will be on the fire inspection program fox the
City of Otsego.
The anticipated hourly rate for this position is X28.00. This rate takes into consideration
salary, required benefits and administrative overhead (including office/computer, vehicle,
Phone: 763.635.1100
Fax: 763.635.1090
wwwci.elk-rivecmn.us
fuel, uniform and other necessary items). The yearly cost is estimated at X30,240. This
program will be in addition to the regular fire services protection contract. The cost of the
program would be billed to the City of Otsego.
I believe that this program will be a great safety benefit to your City especially considering
the number of commercial structures that have been constructed over the past few years. It
is oux goal to work with commercial building owners, tenants and your staff to help ensure
that all of the appropriate fire code standards axe being met.
I realize that the information presented here is only preliminary. I will be happy to discuss
this opportunity in Further detail. Our staff can also submit a more Formal proposal for your
review and consideration by both of our Councils.
We continue to look forward to a long lasting public safety partnership. Please do not
hesitate to contact me via telephone at (763) 635-1105 or via E-Mail at jcunningham@ci.elk-
river.mn.us if you have any questions or comments.
Sincerely,
J ~~~
T. John Cunningham
Fire Chief
CC: Mayor and City Council (Elk River)
Lori Johnson, City Administrator (Elk River)
Tim Simon, Finance Director (Elk River)
2
tt.1Vt'
Fire ~ep~rfr-~~er-~~~:
MEMORANDUM
TO: Mayor and City Council Members
FROM: Scott Schmitt, President (FRED Relief Association)
DATE: Friday, August 6, 2010
SUBJECT: 2011 Required City Contribution
On July 19,`j' the Elk River Fire Department Relief Association reported that there was going
to be a required City contribution of $29,517. The association has since come to realize that
there was a clerical error on the State's SC-10 form. The corrected amount that will be due
sometime in 2011 is $38,490. Unfortunately, this amount is greater than the $30,000 that has
been given on a volunteer basis in the past. Representatives of the Relief Association will be
in attendance with Chief Cunningham for the Fire Department budget meeting on Monday
night to answer any questions.
We regret the mistake and the extra burden that it puts on the budgeting process. We have
had a conversation with the Pension Director at the Auditor's office and she recommended
reporting back to you and then sending in the corrected SC-10.
The Relief Association membership thanks the Council for its past and future support.
MEMORANDUM
Fire Department
TO: Mayor and City Council Members
FROM: T. John Cunningham, Fire Chief '~C-
DATE: Friday, August 6, 2010
SUBJECT: Fire Department Duty Officer Program
In April, 2009, then Fire Chief Bruce West began implementing a paid weekend duty officer
program for the fire department. The purpose of the program is to provide a timely
response of a ranking fire department officer to each and every emergency incident the
department is dispatched to. During the weekend, the on-call officer is compensated fox 16
hours of pay for approximately 60 howl of being "on-call". The on-call officer takes a fire
department SUV home and responds directly to the scene.
One of my priorities since assuming the position of Fire Chief in late September of last year
has been to evaluate the duty officer program and to recommend how/if it should continue
in the future. Since the program has a direct impact on the service deliverables of the fire
department, it was unportant to evaluate the program in its entirety and, over a peL7od of
time, to see how it effects the daily operations of the department and its members.
In 2009 and 2010, the costs associated with the weekend duty officer program had not been
specifically included in the fire department's operating budget. As we begin discussions for
the 2011 budget, I have included a specific request for a duty officer "position" and the
anticipated cost o£ $23,500 to continue and expand the program.
Pro~rarn Evaluation
The duty officer program has been a terrific benefit not only to the fire department but to
the thousands of residents and visitors we serve. Above all, the program ensures that a fire
department official is responding directly to ,the scene within the first few minutes of being
dispatched to a call. Response times have shown a significant improvement.
The early arrival of an officer enables the fire department to begin a critical "size-up" of the
situation and the officer can begin directing responding units accordingly. At the recent fire
at 720 4`h Street in Elk River, the duty officer (in this case, the Fire Chief) was on-scene
within minutes of the call being dispatched. The quick arrival of an officer set into motion a
number of critical steps, including: the establishment of the Incident Command System
(ICS),. the request fox additional resources and personnel and the tactical direction of first
arriving personnel and resources (specifically, the placement of the ladder trucks to ensure
the fire did not extend to other buildings, including the fire department). As in the case at
this fv:e, it has been shown that decisions made early in an incident have a significant impact
on the outcome of the situation.
Given the volatility of fires experienced today in newer lightweight building construction,
having an officer directing tactical decisions helps improve the safety of not only our
firefighters but the general public. For calls that are minor in nature, the duty officer has
been able to cancel or "slow down" other responding units which reduces the wear and tear
on the fue department's fleet and greatly lowers the risks associated with an emergency
response. The duty officer, unless relieved by a higher ranking officer, is also the single point
of contact at an incident, serving as the Incident Commander, as required by our Citj='s
adoption of the National Incident Management System (NIMS). This individual is ultimately
responsible for completing the necessary reports and documentation that is later submitted
to the State and required by the Federal Emergency Management Agency (FE1~IA).
The program has received positive responses from our public safety partners, including the
Elk River Police Department, Sherbw:ne County dispatchers and the Wright CountjT
Sheriff's office. Similar programs have also been implemented in many surrounding counties
in the metro region with positive results.
Current Program
Presently, the fire department is ensuring that at least one officer is available to respond 24
hours a day, 7 days a week as a "duty officer."
Weekday
During normal business hours, the role is filled by full-time staff members that happen to
also hold officer positions within the fire department (the Chief, Assistant Chief and a
Captain). Until the appointment of a new Chief, Assistant Chief/Fire Marshal Cliff
Anderson was personally taking the responsibly of duty officer fox all after work hours
during the week. Since my appointment, Cliff and I have jointly shared much of the week
day responsibility, remaining available (i.e. able to respond within a matter of minutes of
being dispatched) for what is generally the 6PM - 6AM time period (Monday thru Friday).
As you can imagine, this is a significant burden and responsibility to share among two
individuals and I fear burnout is a real possibility. During the weekday, the time commitment
of being on-call exceeds 48 hours per week (above and beyond that of the normal work
week). It is a position Cliff has been assuming voluntarily since before my arrival and is
technically outside of his duties as both fire marshal and assistant fire chief.
Weekend
Presently, the "official" duty officer program runs throughout the weekend -beginning
Friday evening at 6PM and continuing to Monday at 6AM (60 hours total). The position
rotates among the nine officers and myself. The officers (with the exception of the Chief)
are compensated fox 16 hours of pay (pay varies depending on the rank and the hours of
training for each member). The greatest concern expressed presently among the officers is
the lack of flexibility in scheduling (the shift runs the entire weekend) and the pay (fair
compensation for 24/7 availability). Unlike other "on-call" positions in the City, the fire
department duty officer must be able to respond at a moment's notice directly to the scene.
They are the first unit to leave and often the last to return home. Due to the unpredictability
of calls and the need for a rapid response, the duty officer must be available within the
department's primary ser~~ice area and have access to the duty officer's vehicle (currently
using the once retired Ford Explorer).
Future
As previously mentioned, the duty officer program has been a positive benefit to the
department. Eliminating the program will certainly have a negative impact on response times
and the overall service delivery model of the department. It is a program that I hope can
continue but realize there are certain challenges that face the program, specifically financially.
I have had the opportunity to review both the formal duty officer program and what, £or
lack of a better definition, the informal "week night" duty officer program. Accompanying
the fire department's 2011 budget proposal is a request for what we envision to be a
comprehensive duty officer program -establishing coverage for all after hour's shifts which
will greatly lesson the burden on the senior staff of the department. Most importantly, it will
continue a program that has proven to be a benefit to the department and the community.
Weekday
Weekday duty officer coverage will run Monday through Thursday from 6PM until 6AM.
Ideally, officers will sign up for an entire block (i.e. the week) at a time to lesson the
changeover of staff and vehicles but the schedule will be flexible to accommodate individual
needs (i.e. one 12-hour shift). On rare occasions, coverage may be extended to include
daytime response if full-time staff are otherwise committed or on holiday.
Weekend
Weekend duty officer coverage will run Friday evening (6PN1) through Monday morning
(6AM). Shifts over a weekend will be able to be divided up to better accorrunodate the needs
of staff.
Presently, officers are paid 16 hours for a full weekend shift (Friday evening through
Monday morning). Pay is variable depending upon the individual's position and training
steps obtained. The present setup makes splitting shifts extremely difficult and hard to
forecast from a budgetary standpoint.
Moving forward, duty officer pay will be adjusted to a flat rate for as an on-call stipend. This
will establish a consistent pay model. for all officers regardless of title/position and will allow
greater flexibility in scheduling (and ultimately lesson the payroll burden).
Duty officers will continue to receive hourly pay for any incident responses during their shift
in accordance with the City's adopted pay schedule and with the FLSA.
Full-Time Staff
Outside of normal business hours, I expect the fire chief to rotate through duty officer
"shifts" with the officers. It is important, however, that the burden not be placed on any one
(or two) individual(s), such as the fire chief. Similar to the police administration taking to the
streets for a shift, it is nonetheless important for senior staff in the fire service to do the
same. Integrating the fire chief into the process will allow fox some cost savings since it is a
salary position.
Cost/Benefit
The total anticipated yearly cost of the program is X23,500 which will be allocated as part
time pay in the fire administration budget. The actual cost of the program is expected to be
lower depending on the number of shifts full-time salafied employees (i.e. Fire Chief) take.
The compensation to the paid on-call officers for the duty officer program will be
considered on-call pay and careful consideration is and will be given to ensure that the City
does not violate FLSA requirements (i.e. requiring the payment of minimum wage).
While difficult to quantify, there are a number of added benefits to the duty officer program,
including: less wear and tear on large, expensive apparatus; less liability and exposure with
multiple units responding with lights/sirens if the call can be downgraded by the duty
officer; decrease in fuel usage by better resource management/response; and less strain on
personnel with increasing call volume if responses can be modified.
With a more formal duty officer program in place, the department officers will be evaluating
the possibility of modifying the dispatch parameters to specify what calls can be handled by
the duty officer alone (eliminating the need to dispatch the entire fire department). These
changes will need to be assessed once the program is in place in coordination with the
Sherburne County Sheriff's Office which handles the department's dispatching. This will
result in direct cost savings to the Ciry.
Conclusion
Thank you for taking the time to review and consider this important program. I realize that
many of the concepts and details are difficult to convey in writing. I will be happy to answer
any questions that you may have at the upcoming budget work session ox please feel free to
contact me any time at (763) 635-1105.