7.0. SR 08-28-2000qity of
iver
M£MOP. ANDUM
Item//7.
TO: Mayor & City Council
FROM: Pat Klaers, City Admini~at_or
DATE: August 28, 2000
SUBJECT: Budget Worksession
As time allows, and assuming the city receives information from the county on
Monday regarding our net tax capacity (NTC), staff will be prepared to discuss with
the City Council the current status of the proposed 2001 budget. The county auditor
has advised us that this NTC information will not be available until either late
Monday or else the first part of next week. At this point we should plan for a special
budget worksession the week of September 5, 2000, in order to reach a consensus on
the budget. Final action on the proposed maximum tax levy amount is scheduled to
take place at the September 11, 2000, City Council meeting.
Per council direction, staff has been evaluating some options for closing the budget
gap. These options include:
· Purchasing some requested capital outlay items in 2000 by way of
using excess 2000 revenues (growth related revenues)
· Reducing the reliance on equipment certificates and therefore freeing
up this tax levy money for General Fund expenditures
· Delaying the hiring of some requested personnel
· Some cuts in a few departmental budgets
· Increasing some revenue projections to either the 1999 actual level or
to the 2000 budgeted level.
In addition to these types of changes there will be a few other budget adjustments,
both in expenditures and revenues, which need to be discussed with the City
Council.
The budget for next year is the time to reduce our dependence on equipment
certificates as there are no levy limits. The plan is to move these expenditures into
the General Fund. We may be forced to use equipment certificates to fund capital
expenditures in the future, but at this point we don't know if that will be the case.
13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · TDD & Phone: (612) 441-7420 · Fax: (612) 441-7425
2001 Budget
August 28, 1999
Page 2
Nonetheless, we may never have a better chance to eliminate our dependence on
equipment certificates than we do in 2001.
Limited information is attached to this memo and most of the "numbers" will be
handed out at the meeting. Please bring your budget packet from August 7 to this
meeting, as this is the base that we will be working from.
Even if we don't get the NTC information by Monday evening, we can still discuss
some other budget issues such as Mayor and Council salaries and the employee
appreciation program. Attached to this memo are two pieces of information from the
fire chief regarding his budget issues that received discussion on August 7...the
office remodeling area and the Engine #3 replacement. (You may want to stop at the
Fire Station to see the requested remodeling area.) Also attached is some additional
information from Sergeant Rolfe on the police vehicle proposal.
Zity of
· MEMORANDUM
lver
TO:
FROM:
Pat Klaers, City Administrator
Mayor & City Council
Bruce A. West, Fire Chief
DATE:
August 15, 2000
SUBJECT: Engine No. 3 Replacement
During the August 7, 2000, budget worksession, there was discussion
regarding the replacement of the 1972 Ford pumper truck for the Elk River
Fire Department. The 1972 Ford pumper was purchased from General Safety
Equipment Company in North Branch, Minnesota and has a 1,000 gpm
Waterous fire pump. The Elk River Fire Department's capital improvement
plan shows replacement of pumpers on a 25-year basis. The replacement of
Engine 3 was discussed and included in the fire department's 2001 annual
budget. The budgeted cost for replacement is $275,000. The Elk River Fire
Department has had its truck committee meeting with various truck
manufacturers to start the process of pumper specifications. The truck
committee has set a goal of preparing for the bid process in the fall of 2000.
The timetable of the truck committee is as follows:
1. Complete truck specifications - September 2000
2. Publish bid specifications - October 2000
3. Open submitted bids - October 31, 2000
Review all bids and make recommendation for accepted bid to Elk
River City Council - November 13 or 20, 2000
5. Anticipated truck delivery date - July or August, 2001.
I have discussed anticipated price increases and the time period of those
increases with various manufacturers. In general, price increases are
projected at 3 to 5 percent and take effect approximately January 1 of each
year. At this time I would like to discuss the option presented to me in
13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · TDD & Phone: (612) 441-7420 · Fax: (612) 441-7425
reference to repairing the pump and delaying the purchase of Engine 3 for
one-three years.
I have discussed with the owner of Emergency Apparatus Maintenance
(EAM) the cost of repairing the Waterous fire pump on the 1972 Ford
pumper. Currently the pump in Engine 3 will not pump to capacity and,
therefore, will not pass any certification pump tests required by ISO. Cost to
repair the pump to pass certification was estimated by the owner of EAM to
be in excess of $10,000. He emphasized that this was an estimate and he
would not know an actual figure until the pump was removed and opened up
to see the extent of the repair. It would not be my recommendation to spend
additional funds on a fire truck that would be worth less than $3,000 when
sold. We have already had to replace two engines in this particular fire truck
due to various mechanical problems with the engine.
With Engine 3 approaching 30 years old and the knowledge that the next
replacement period may be budget year 2003, I believe we could be
continually spending excess money on a vehicle that should have been
replaced earlier. Another issue is the continued rise in the cost of new fire
trucks on a 3-5 percent per year basis. Maintenance and repairs on the
current 1972 Ford pumper combined with the increased cost of a new pumper
may exceed the interest cost on an equipment certificate for a new pumper.
I am recommending replacement of Engine 3 in the timetable as described
above, and not spending additional funds at this time to repair the pump in
Engine 3. If you have any questions in reference to the replacement of Engine
3, please feel free to call me at the Elk River Fire Department, 763-441-4919.
MEMORANDUM
TO:
FROM:
DATE:
SUBJECT:
Pat Klaers, City Administrator
Mayor & City Council
Bruce A. West, Fire Chief
August 15, 2000
Office Area Remodeling
During the August 7, 2000, budget worksession, discussion was held
regarding the remodification of the upstairs exercise area at the fire station.
During the budget discussion there may have been some confusion in
reference to the layout of the future offices located in the current exercise
room area.
The design and plan for the upstairs office area will be to construct one wall
on the south side of the room that is currently open to the apparatus area.
[Please review the enclosed picture of the open area that will be enclosed
with a half glass wall with enclosed bottom area.)] A full glass entrance door
to the offices will be located at the top of the stairs. Within the office area
there will be partitions dividing the large area into office cubes. These
partitions will be similar to those at City Hall. (see attached picture)
The funding for this project was estimated at $20,000 and will be allocated as
follows:
Heating and air conditioning for the upstairs office area will be a
rooftop heating and air unit. I have received an estimated cost of
$5,000 from a local heating and air conditioning company.
The glass enclosure on the south wall, including the glass door, has
been estimated by River City Glass of Elk River at $5,000.
Office partitions, office equipment, and the purchase of two new
computers is estimated at $10,000.
I will also be using part of the upstairs area for much needed storage of
current firefighter equipment. At this time, with the relocation of the
paramedic into the existing large storage area, we do not have any lockable
storage for equipment such as helmets, boots, gloves, and turnout equipment.
I believe the remodification of the upstairs exercise area will be an asset for
the Elk River Fire Department and for the Fire Inspection Bureau. With the
addition of the part time fire inspectors, additional room will be necessary in
order for them to complete office work related to their inspections. If you have
any questions in reference to the remodeling of the exercise area, please feel
free to call me at the Elk River Fire Department, 763-441-4919.
Police Department
Memorandum
To: Mayor and City Council
From: Thomas D. Zerwas, Chief of Police
Date: August 24, 2000
Subject: PURCHASE OF 2001
CHEVROLET SUBURBAN
The patrol sergeants have requested that the city council authorize the
purchase of a 2001 Chevrolet Suburban for their use. This vehicle
would be a multi-purpose vehicle used by the sergeants for normal
patrol functions, utilized when needed by the department during
snowstorms and for S.W.A.T. deployment when necessary.
I agree with the sergeants' request for this vehicle and recommend that
this purchase be allowed. For a new police vehicle with necessary
equipment and set-up, it would normally cost approximately thirty
thousand dollars ($30,000.00). I would suggest, if the council
approves the purchase of a Suburban, that you authorize up to thirty
thousand dollars ($30,000.00). We would fund the remaining costs
out of our drug forfeiture account. This would be an appropriate use
for these funds, as most S.W.A.T. call outs are drug related.
If you have any questions about this recommendation, give me a call.
TDZ/kma
13065 Or0n0 Parkway · P.O. Box 723 · Elk River, MN 55330 · (612) 441-2324 · Fax (612) 441-8937
Police Department
ro~
From:
Date:
Subject:
Memorandum
City Council
Sgt. Rolfe
08/24/00
2001 Police Vehicle Proposal
PROPOSAL
As the Council is aware I have requested the purchase of a full size, four
wheel drive, sport utility type vehicle, such as a Chevy Suburban, in 2001 for
use by the three patrol sergeants. Initial price estimates for the Sergeant's
vehicle provided by local dealerships is $30,000-$32,000. Equipment, set-up
and marking will cost an estimated additional $10,000. Total Sergeant's
vehicle cost: $42,000. The estimated service life of the Sergeant's vehicle is 4-5
years.
In addition, I requested the purchase of a four- wheel drive vehicle to replace
the 1993 Chevy Blazer, currently being used by our CSO's. This vehicle has
in excess of 100,000 total accumulated miles. After re-evaluating department
needs, my initial estimate of a CSO vehicle in the $30,000 price range was
probably high. A mid-size 4x4 pick-up truck with topper or S-10 Blazer could
be purchased for under $25,000. Some equipment, (radio, siren/light
controls) in the CSO vehicle should be updated to bring it in to conformance
with the rest of the fleet. Estimated equipment, set-up, and marking costs are
$4000. Total CSO vehicle cost: $29,000. The estimated service life of the CSO
vehicle is 7 years.
SERGEANT'S VEHICLE USES
Inclement Weather (blizzards):
The department recognized long ago the need to have 4x4 capability for the
occasional, yet predictable, heavy snowfall which makes regular squad use
impractical, if not impossible. We currently have 2 4x4 CSO vehicles which
are commandeered when necessary for patrol use.
We now normally have more officers on duty than 4x4 vehicles.
We have needed to commandeer B&Z trucks in the past to have enough
vehicles on the road. These vehicles are not equipped as emergency vehicles
and other than being four wheel drive, are not satisfactory for police work.
Even the two CSO vehicles are not equipped the same as squads ie., prisoner
screens, MDC's, or long guns.
The Sergeants vehicle would be a fully equipped, patrol oriented, 4x4.
13065 Orono Parkway · P.O. Box 723 · Elk River, MN 55330 · (612) 441-2324 · Fax (612) 441-8937
Off Road:
The city still has large undeveloped, rural, or rough terrain areas, which the
police will need to be able to access. Both from an enforcement aspect
(marijuana grows, meth labs, ATV complaints), and a rescue aspect, (remote
recreational injuries, work injuries, aircraft crashes), the need for rapid off
road police response is likely.
Supervisory/Special Incidents:
A full size SUV would allow rear storage room for a variety of extra
equipment, which would be advantageous to have quickly on scene of major
incidents, such as gas leaks, serious crashes, "man hunts", major crimes, etc.
Traffic cones, flares, crime scene tape, digital cameras, evidence processing
supplies, and other necessary supplies would be carried.
Sergeants have periodically encountered incidents in which their vehicle is
used as a short-term designated command post. This has usually involved
spreading a map on the hood or trunk and using a portable radio to
coordinate police activities. A vehicle set up for these short- term incidents
(not requiring a Mobile Command Post response) would be more effective.
A rear modular storage area would be equipped with a pullout command
desk area, which would contain maps, floor plans, and radio.
Tactical Response:
I have recently attended training courses and read materials concerning
lessons learned from the Columbine High School tragedy.
One of the lessons emphasized is the need for immediate, effective police
response to active shooter incidents. In order to save lives, police must
respond with the officers and equipment they have immediately available.
The Sergeant's vehicle will be equipped with tactical equipment including
Body Bunker, search mirrors, distraction devices, chemical munitions,
breaching tools and less lethal weapons so this equipment can arrive quickly
on scene if needed.
The Sergeant's vehicle would be large enough and adequately equipped to
transport SWAT officers during high- risk warrant execution.
During past warrants we have needed to commandeer the city administration
mini-van, which presented several problems.
a. It is not a police vehicle and has not always been available.
b. It has been almost out of gas.
c. Officers were not familiar with it, ie. lock and light switch
locations.
d. It lacked adequate space.
SET UP
The Sergeant's vehicle will be a marked unit and will be equipped with all currently
standard ERPD patrol vehicle equipment. Some consideration may be given to a low
profile lighting system.
It will be equipped with front and rear prisoner screens.
The rear cargo area will be equipped with a modular storage system allowing safe
transportation of special equipment.
The vehicle will be equipped with heavy- duty running boards and roof rails to allow
exterior transport of officers if necessary.
COST (Sergeant's vehicle)
Estimated cost of vehicle:
Equipment:
Set up/marking:
Total:
Estimated Service Life:
$30,000-32,000
9,000
1~000
$40,000-42,000
4-5 years
COST (CSO vehicle)
Estimated cost of vehicle:
Equipment:
Set Up:
Total:
Estimated Service Life:
$22,000-25,000
3,000
1~000
$26,000-29,000
7 years