9.0. SR 07-26-1993
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E fi. River
ITEM 9.
TO:
MAYOR & CITY COUNCI
FROM:
PAT KLAERS, CITY
DATE: JULY 23, 1993
SUBJECT: PERSONNEL ISSUES
At this 7/26/93 meeting, the Council has indicated it would
like to continue the discussion that was started during the
7/12/93 meeting on the topic of personnel additions for 1994.
The minutes from this 7/12 meeting are enclosed within this
agenda packet for your review. Additionally, please review the
material that was distributed with the 7/12 packet that
outlined some personnel issues for 1994.
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The Police staffing needs for 1994 appear to have been resolved
at the 7/12/93 meeting, in that, in later 1993 a D.A.R.E.
officer and an additional officer will be hired provided that
the D.A.R.E. officer is financed through the D.A.R.E. To Build
a House program. Additionally, ten extra hours were added to
the CSO part time position to make this position full time.
This will assist the department in providing additional
clerical support. As indicated in the Chief's memo that was
distributed with the 7/12 packet, these extra ten hours will
not be added until 1994. Police needs for 1995 will have to be
evaluated a year from today when we are looking at the 1995
budget.
Also on 7/12, the City Council reviewed the fire inspections
program and personnel needs associated with this program. The
Council directed the Fire Chief to do some additional research
on this program and to report back to the Council at a later
date. I believe that Russ will have some information for the
7/26 meeting and that this discussion should take place in
conjunction with the housing inspections program which is
anticipated to be within the Building and Zoning Department.
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The final personnel issue discussed on 7/12 was the Street/Park
Department. On 7/12 the Council concurred to add additional
part time help for summer maintenance and to delay any hiring
of a full time employee until 1995 as long as it did not affect
the snow plowing operation. No new employee is needed for the
1993/94 snowplowing season, but I would like to correct a
statement that I made at the 7/12 meeting and indicate that a
new full time person will likely be needed before the 1994/95
snow season. This means that an individual would need to be
hired in the fall of 1994 and included in the 1994 Streets
budget. This is different than what I indicated to the Council
at the 7/12 meeting.
Beyond
Council
reviewing what took
needs to review
place at
staffing
the 7/12 meeting, the
needs within the
P.O. Box 490 · 13065 Orono Parkway · Elk River, MN 55330 · (612) 441-7420 · Fax: (612) 441-7425
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administration offices. In this regard, you should again
review the 7/12 packet of material on staffing needs. In this
material I am asking for extra hours for the clerical position,
the hiring of a Planning Intern, and the hiring of a Personnel
Coordinator/Administrative Assistant. Additionally, I am
asking that the Council acknowledge the possible need for more
hours for the clerical position and for the Finance Clerk. I
am asking that these extra hours not be allocated to specific
departments, but that it be acknowledged by the City Council in
the 1994 budget that, if needed, these positions will have
hours added and financed through the Contingency Fund. The
remaining position discussed in my material was a housing
inspector for a housing inspections program and it is indicated
that this position should be financed through the creation of a
apartment license fee.
One of our past practices has been to add positions during the
summer months. This allows the City to ease into the financial
obligation for new positions over a two year period. In this
regard, we only have to finance half of the new position in
1994 and the other half of the staff additions will then be
included and financed in the 1995 budget. This is no more than
a simple financial staggering approach, but has been successful
in the past in lessening the impact on the budget for personnel
additions.
As noted in the memos that were included in the 7/12 packet, I
understand that the Council may want to discuss wages for City
employees. The 1993 Wage Plan was included in the 7/12 packet
material to assist you in any discussion that takes place.
Any final decision on wage increases or additional personnel
will need to be determined at the time the 1994 budget is
adopted. A more accurate determination of available revenues
will help the Council decide who is added and when these
employees are added. It is anticipated that personnel
additions will have to be financed with an increase in tax
revenue and possibly an increase in the tax rate. The more
normal and typical cost of living increases, step increases in
the pay plan for employees, benefit increases, etc., are
anticipated to cost about $100,000 for 1994. This is about the
amount that can be financed with an increase in tax revenues
without an increase in the tax rate.
Attached to this memo may be some material from the Fire Chief
and the Building and Zoning Administrator regarding the
inspection programs that have been previously discussed by the
Council. If these memos are not attached, they should be
available for distribution at the 7/26 meeting to assist you in
the discussion on these topics.
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TO:
MAYOR AND CITY COUNCIL
FROM:
STEPHEN ROHLF, BUILDING & ZONING
ADMINISTRATOR; CLIFF SKOGSTAD,
BUILDING OFFICIAL
DATE: JULY 23, 1993
SUBJECT: HOUSING INSPECTOR
The issue of hiring a Housing Inspector has been discussed for
several years now. One of the biggest items to consider is how
to fund this program. The following information should give
the Council a starting point in the decision making process.
Housing inspections can include routine inspections of all
rental units, the inspection of non rental units at time of
title transfers, and response to complaint calls. For Elk
River, it may be more realistic to begin with rental units.
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There are fifty-three apartment buildings in Elk River,
consisting of 1,026 units. There are 182 other multi-family
units, such as duplexes and fourplexes, not all of which are
rented. Staff estimates approximately 100 of these units are
rental. In 1987, there were 2,500 single family homes in Elk
River. Of these, 2,047 were homesteaded. The rest,
constituting 9.9% of the total single family homes in Elk
River, are rental units. In 1993, there are 3,424 single
family homes. Using this same 9.9%, it is estimated that there
are 339 rented single family homes. The approximate total
rental units in Elk River is 1,450, plus or minus.
Estimates of the time needed for an inspector to accomplish
inspection of a single unit is as follows:
- 20 minutes, inspection per unit
- 20 minutes, average travel time per unit
20 minutes, report per unit
- 20 minutes, follow-up (including court time, which
is very time consuming with enforcement of housing
inspections.
Staff estimates it will take approximately 100 minutes per
unit, including the follow-up and court time.
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The time required to inspect the rental units in Elk River,
including vacation, sick leave, holidays, continuing education,
and breaks, is approximately 2,900 hours. Staff is
recommending that, besides rental units, we respond to all
complaint calls which will add more time. There are 2,080 work
hours in one year, therefore, staff feels it would take one
full time employee to inspect each rental unit once every two
years. Keep in mind, more multi-family units will be developed
each year.
P.O. Box 490 · 13065 Orono Parkway · Elk River, MN 55330 · (612) 441-7420 · Fax: (612) 441-7425
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The costs for these inspections will include the inspector's
wages, overhead, benefits, and support staff and will be
approximately $30.00 per unit. This will generate $43,500 per
year. Staff estimates the actual cost could be covered by an
inspection fee of $27.50 per year. Staff anticipates
inspecting these units once every two years, therefore, it
would be $55.00 per unit, per inspection.
The current Building and Zoning staff does not currently have
enough time to implement this program. There will be a "Time
Spent Profile" provided to the Council at Monday night's
meeting. Cliff Skogstad and myself will be at this meeting to
further address this issue.
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TO:
MAYOR & CITY COUNCIL
FROM:
RUSS ANDERSON, FIRE CHIEF
DATE: JULY 26, 1993
SUBJECT: FIRE INSPECTOR
Position Title - Fire Inspector
Department - Fire
Position Objective
- To inspect buildings
minimize fire hazards
and educational work.
and properties in the City to
and perform other fire preventive
Duties/Under Direction of the Fire Chief
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- To inspect facilities within the City such as apartments,
rental property, retail stores, commercial buildings,
churches, etc., (also assist State Fire Marshal Deputies
on motels, daycare, nursing homes, and schools) on a
scheduled periodic basis for compliance to state and local
codes in regard to fire prevention and protection.
- To maintain public education for all ages, tots to
seniors. The public needs to know the dangers of fire and
how to try to prevent them.
- Work with building officials on plan reviews as they
relate to fire protection.
- Assist department members in pre-planning fire suppression
activities (diagramming facilities) with a floor plan for
exists, protection equipment, fire hazards, and anything
that would help in controlling a fire in the structure.
- Maintain appropriate files and records on properties and
buildings inspected.
- Respond to emergency calls and functions as a firefighter.
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- Assist and perform other duties as assigned by
department chief.
the
P.O. Box 490 · 13065 Orono Parkway · Elk River, MN 55330 · (612) 441-7420 · Fax: (612) 441-7425
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Workinq Duties of an Inspector
1. Signs and miscellaneous things to check
a. House numbers posted (legal size, visibility)
b. Occupancy load posted (capacity of building)
c. Fire lane signage (outside)
2. Exits
a. Ample in number
b. Properly placed (EXIT)
c. Doors and windows (size, operable, and correct
hardware)
d. Access ways clear, property width and right material
e. Emergency lighting operable
f. Fire exit sign illuminated (where acceptable)
g. Outside key boxes operable and properly keyed
3. Fire
a.
b.
c.
d.
e.
f.
e g.
h.
i.
Protection Equipment
Ample in numbers (extinguishers)
Proper type extinguishers
Fire doors operable (heat and smoke)
Smoke or heat alarms operable
Sprinkler systems operable and maintained properly
Manual pull alarms in working order
Fire control panel boxes working properly
Fire Department connections clear and operable
Stand pipes proper size connections
4. Electrical
a. Electrical panels clear and accessible
b. Proper use of extension cords or cheater plugs
c. Missing electrical covers, damaged or broken fixtures
5. Housekeeping
a. Proper trash locations and disposal
b. Storage of flammables or combustibles
c. Use of flammables
d. Cooking and heating equipment maintained properly
e. Vegetative growth outside (hazardous)
Also including visual inspections, implementation of
prevention education (schools, seniors, apartment
managers, industrial complexes, etc.), help in safety
procedures for department members, and, as time permits,
help in maintenance of equipment and building.
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A fire inspection should be done annually at all Elk River
businesses by the Fire Inspector. Fire prevention is a very
important aspect of the Fire Department and should not take a
back seat. Fire prevention is something that should be
maintained at a constant vigil. This being a new position for
the City, we can only estimate the time spent on different
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phases of the inspectors job. We would need to evaluate the
job periodically. My estimation would be as follows:
Inspecting and Recordkeeping 70%
Prevention Education 15%
Plan Reviews and Pre-Planning 10%
Assisting in Department Needs 3%
Emergency Service 2%
To my knowledge, no fees are charged for this service. It
would be considered under public safety. This would be a 40
hour per week position. The pay schedule would be established
by the Council using the Comparable Worth Law.
09/10/1992 21:56
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PAGE 81
PROPOSAL
FROM
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34:)8 East Lake Street,
PO.it Office Box # 6324
1\Ii 1neapolis, Minnesota USA 55406
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Telephone (612) 721.2025
Telefax II (612) 721.3213
DATE 7 /:l.h 193
We submit the follow'ng Quotation subject to your prolTlpt acceptance
QUOTATION # CJ ~ {)..(.7
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ITEM
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DESCRIPTION
PRICE
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ShiOuot.'ion Nun-ber on corresoandenee oert.ining to this Pro"".." ~v ~/i!:--
CONDITIONS ON REVERSE SIDE ARE PART OF THIS PROPOSAL
FROM SIGN SOLUTIONS
7.16.1993 9:30
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Sign SJlutions, Ine
65519th Avenue NE, pl$ MN 55418
(612) 788..7343 Fax 12} 78S..f3979
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CL ENT: EOS Architecture
21 Water Street
excelsior. Minnesota 55331
TTN: Nick Reuhl
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Alumlum Plaques
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$439.00
$167.00
SUBTOTAL
SALES TAX
INSTALL
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$439.00
$167.00
$606.00
$39.39
$95.00
TOTAL . $740.39
FOLLOWING IS A LISTING OF THE FACTORS USED IN THE CALCULATION OF YOUR CITY'S
1994 LOCAL GOVERNMENT AID. SEE THE ENCLOSED LETTER FOR AN EXPLANATION
OF THESE FACTORS AND FOR ADDITIONAL INFORMATION CONCERNING THE
DETERMINATION OF YOUR CITY'S AID.
1. PRE-1940 HOUSING UNITS:
2. TOTAL HOUSING UNITS:
3. PRE-1940 HOUSING PERCENTAGE:
4. 1982 POPULATION:
5. 1992 POPULATION:
6. POPULATION DECLINE PERCENTAGE:
7. 1992 TOTAL CLASS 3 REAL PROPERTY MARKET VALUE:
8. 1992 TOTAL REAL AND PERSONAL MARKET VALUE:
9. COMMERCIAL/INDUSTRIAL PERCENTAGE:
10. TRANSFORMED POPULATION:
11. CITY REVENUE NEED:
~12 1993 CITY NET LEVY:
_13: 1992 CITY NET TAX CAPACITY:
14. TAX EFFORT RATE:
15. NEED INCREASE PERCENTAGE:
16. PRELIMINARY AID INCREASE {15 X (11 X 5)-{13 X 14)):
17. 1993 LOCAL GOVERNMENT AID:
18. 1993 EQUALIZATION AID:
19. 1993 DISPARITY REDUCTION AID:
20. CITY AID BASE (17+18+19):
21. MAXIMUM AID INCREASE:
22. FINAL AID INCREASE (LESSER OF 16 OR 21):
23. BASE REDUCTION PERCENTAGE:
24. TOTAL 1994 AID DISTRIBUTION (22 + 20 - (20 X 23)):
t';""--
J U L 2 6 1993
MINNESOTA DEPARTMENT OF REVENUE
LOCAL GOVERNMENT SERVICES DIVISION
MAIL STATION 3340
SAINT PAUL, MINNESOTA 55146-3340
PHONE: (612) 296-5141
~ 1994 LOCAL GOVERNr.ENT AID NOTICE
CITY ADMINISTRATOR
CITY HALL
ELK RIVER CITY OF
13065 ORONO PKNY BOX 490
ELK RIVER MN 55330
THE 1994 LOCAL GOVERNMENT AID FOR YOUR CITY IS $
242,240
25. REDUCTION FOR STATE COSTS:
26. REDUCTION RESULTING FROM ESTABLISHMENT OF TIF DISTRICT:
27. FINAL 1994 LOCAL GOVERNMENT AID AFTER REDUCTIONS (24-25-26):
.
JULY 23, 1993
289
3,887
7.44
7,077
12,041
.00
$ 64,668,140
$ 401,581,025
16.10
683.71
$ 214.61
$ 1, 567,769
$ 8,534,298
.24813
2.02716
$ 9,457
$ 179,854
$ 53,298
$ 0
$ 233,152
$ 78,388
$ 9,457
.00
$ 242,609
$ 369
$ 0
$ 242,240
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