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9.2. SR 12-20-1993 rei ---\) ( ); rl~ ITEM 9.2. TO: MAYOR & CITY COUNCIL FROM: PAT KLAERS, CITY ADM~TRATOR DECEMBER 15, 1993 ~ DATE: SUBJECT: 1994 BUDGET The 1994 Levy Resolution and the 1994 General Fund budget must be adopted at this City Council meeting. At the 12/8/93 levy and budget public hearing, the Council majority directed staff to reduce the tax levy increase from the proposed 8.66% level (urban rate) to the 6% level. This means a $43,500 tax revenue reduction from the original 12/8/93 proposal. A 5% tax levy increase means a $60,000 decrease from the original 12/8/93 proposal. e The 12/20/93 City Council agenda is rather full and if the City Council does not want to pinpoint all of the budget changes, then these decisions can wait until January. If this is the case, then it is suggested that the City transfers in, from its designated cash flow reserve, enough funds to cover the tax reduction that is decided upon by the Council. The City Council can then identify the exact expenditure and revenue changes in the budget in January and amend the 1994 budget. Attached for your review are three tax levy resolutions. All three tax levy resolutions identify the budget amount as $3,394,750 which is the amount that was reviewed by the City Council at its 9/8/93 workshop and is the amount that was presented at the 12/8/93 budget public hearing. The first resolution is the one reviewed by the Council at the 12/8/93 budget public hearing. The second resolution reflects a $43,500 decrease from the first proposal. This is a 6% tax increase. The third resolution reflects a $60,000 decrease from the first proposal. This is a 5% tax increase. If the City Council wants to decrease the General Fund budget at this meeting, or wants to approve a tax levy that is different than one of the three resolutions, then we can receive this direction at this 12/20/93 meeting and the Finance Director can rerun the resolution during a 10 minute City Council recess. Once again, some tax levy resolution which identifies the levy amount and the budget amount must be approved at this meeting. e Possible changes in the proposed budget are numerous. Staff could go back and attempt to trim anywhere from $100 to $1,000 from each individual budget...The Council could decrease the proposed 3% across the board pay adjustments...The City could increase the Liquor Store and/or equipment reserve funds that are transferred into the General Fund budget...The City Council could reduce the seal coating or overlay programs for P.O. Box 490 · 13065 Orono Parkway · Elk River, MN 55330 · (612) 441-7420 · Fax: (612) 441-7425 e e e 1994...The City Council could eliminate the Personnel/ Administrative Assistant position...The City could increase its revenues generated by growth activities in the Building and Planning areas (The 1993 revenues exceed the proposed 1994 amounts. We will want to be careful in this regard as these revenues fluctuate and we do not want to become too dependent on this source of funds. Additionally, we may need these revenue sources to exceed budget projections because if activity is high, the Council may see a need to hire another housing inspector that currently is not programmed into the budget.}...The softball revenue that pays for the softball lights and improvements which the City has already financed is not required to be transferred into the Park reserve and this line item could be removed...and, finally, part or all of the police radio purchase could be financed from the City Hall reserve. Two items that were discussed at the 12/8/93 budget public hearing were the Fire Department self contained breathing apparatus (SCBA) purchase for $24,000 and the Personnel/Administrative Assistant position. Please see the attached memo from the Fire Chief on the SCBA purchase and the attached memo from myself on the Personnel/Administrative Assistant position. e . RESOLUTION 93 - 111. RESOLUTION FOR THE CITY OF ELK RIVER A RESOLUTION AUTHORIZING THE FINAL TAX LEVY FOR CALENDAR YEAR 1994 WHEREAS, the Elk River City Council has reviewed the City's anticipated expenditures for all funds in 1994; and, WHEREAS, the Elk River City Council has considered projected revenues for all funds in 1994; and, WHEREAS, revenues from sources other than property taxes are insufficient to meet anticipated expenditures of all funds. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Elk River that the final General Fund Budget in the amount of$3,394,750 is hereby adopted. BE IT FURTHER RESOLVED by the Elk River City Council of the City of Elk River that the following amounts be levied as property taxes payable in 1994. e General Fund Library Dam Loan 1977 G.O. Refunding 1989 Fire Equipment 1990 Certificate of Indebtedness 1991 Certificate of Indebtedness 1992 Certificate of Indebtedness 1993 Certificate of Indebtedness 1994 Certificate of Indebtedness City Special Assessments TOTAL Gross ~ $2,069,582 41,700 32,572 30,800 67,143 17,000 25,266 24,550 34,884 28,000 31,300 $2,402,797 HACA Reduction $529,194 10,663 8,329 7,876 17,169 4,347 6,461 6,277 8,920 7,160 8,003 $614,399 Net ~ $1,540,388 31,037 24,243 23,297 49,974 12,653 18,805 18,273 25,964 20,840 23,297 $1,788,398 Passed and adopted by the City Council of the City of Elk River this 20th day of December, 1993. ATTEST: e Sandra Thackeray, City Clerk Henry A. Duitsman, Mayor RESOLUTION 93 - e 112. RESOLUTION FOR THE CITY OF ELK RIVER A RESOLUTION AUTHORIZING THE FINAL TAX LEVY FOR CALENDAR YEAR 1994 WHEREAS, the Elk River City Council has reviewed the City's anticipated expenditures for all funds in 1994; and, WHEREAS, the Elk River City Council has considered projected revenues for all funds in 1994; and, WHEREAS, revenues from sources other than property taxes are insufficient to meet anticipated expenditures of all funds. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Elk River that the final General Fund Budget in the amount of$3,394,750 is hereby adopted. BE IT FURTHER RESOLVED by the Elk River City Council of the City of Elk River that the following amounts be levied as property taxes payable in 1994. e Gross ~ $2,026,082 41,700 32,572 30,800 67,143 17,000 25,266 24,550 34,884 28,000 31,300 $2,359,297 General Fund Library Dam Loan 1977 G. O. Refunding 1989 Fire Equipment 1990 Certificate ofIndebtedness 1991 Certificate of Indebtedness 1992 Certificate of Indebtedness 1993 Certificate of Indebtedness 1994 Certificate of Indebtedness City Special Assessments TOTAL HACA Reduction $529,194 10,663 8,329 7,876 17,169 4,347 6,461 6,277 8,920 7,160 8,003 $614,399 Net ~ $1,496,888 31,037 24,243 23,297 49,974 12,653 18,805 18,273 25,964 20,840 23,297 $1,744,898 Passed and adopted by the City Council of the City of Elk River this 20th day of December, 1993. ATTEST: e Sandra Thackeray, City Clerk Henry A. Duitsman, Mayor . RESOLUTION 93 - #3. RESOLUTION FOR THE CITY OF ELK RIVER A RESOLUTION AUTHORIZING THE FINAL TAX LEVY FOR CALENDAR YEAR 1994 WHEREAS, the Elk River City Council has reviewed the City's anticipated expenditures for all funds in 1994; and, WHEREAS, the Elk River City Council has considered projected revenues for all funds in 1994; and, WHEREAS, revenues from sources other than property taxes are insufficient to meet anticipated expenditures of all funds. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Elk River that the final General Fund Budget in the amount of$3,394,750 is hereby adopted. BE IT FURTHER RESOL VED by the Elk River City Council of the City of Elk River that the following amounts be levied as property taxes payable in 1994. e General Fund Library Dam Loan 1977 G. O. Refunding 1989 Fire Equipment 1990 Certificate of Indebtedness 1991 Certificate of Indebtedness 1992 Certificate of Indebtedness 1993 Certificate of Indebtedness 1994 Certificate of Indebtedness City Special Assessments TOTAL Gross ~ $2,026,082 41,700 32,572 30,800 67,143 17,000 25,266 24,550 34,884 28,000 31,300 $2,342,797 HACA Reduction $529,194 10,663 8,329 7,876 17,169 4,347 6,461 6,277 8,920 7,160 8,003 $614,399 Net ~ $1,496,888 31,037 24,243 23,297 49,974 12,653 18,805 18,273 25,964 20,840 23,297 $1,728,398 Passed and adopted by the City Council of the City of Elk River this 20th day of December, 1993. ATTEST: e Sandra Thackeray, City Clerk Henry A. Duitsman, Mayor r I-\.( ( ;; rilt River INFORMATIONAL MEMO TO: Pat Klaers FROM: DATE: SUBJECT: Russ Anderson December 10, 1993 S.C.B.A. (Self Contained Breathing Apparatus) Replacement e In order to ensure the safety and health of our firefighters in hazardous atmospheric conditions (heat, smoke, toxic gases and oxygen deficient conditions), I am requesting replacing our S.C.B.A. with new improved S.C.B.A. We now use 20 units and half of these units were rebuilt about 12 years ago to meet OSHA regulations on positive pressure compliance (constant flow of air). With the new technology available now, these units have become obsolete; also, equipment does wear out or deteriorate to make them unsafe for use. The average life of these units is about 8 to 10 years. Because of the training involved in wearing and operating S.C.B.A., we do not mix brands or styles because they all operate differently and under physical, stressful and life- threatening situations, you don't have the time to figure out which brand you are using. Usually departments replace all units at the same time, but with the City having financial concerns, I think we can get by with changing 12 in 1994 and 12 in 1995 (increasing our total to 24 units) and still maintain safe and workable conditions for members. I hope this request is not removed from the 1994 budget. I will attach a copy of our S.C.B.A. program. e P.O. Box 490 · 13065 Orono Parkway · Elk River, MN 55330 · (612) 441-7420 · Fax: (612) 441-7425 e e e I. ELK RIVER FIRE DEPARTMENT WRITTEN RESPIRATORY PROTECTION PROGRAM Purpose: To provide protection and a working knowledge of the Self Contained Breathing Apparatus, (herein and after known as the "SCBA") for each member of the Elk River Fire Department, when entering work areas with hazardous atmospheres. II. Hazardous Atmospheres: There are four (4) basic hazardous atmospheric conditions that a firefighter may encounter, and they are: (1) Heat (2) Smoke (3) Toxic Gases (4) Oxygen Deficient III. Requirements: (1) A firefighter, or member of the Elk River Fire Department when entering one of the four hazardous areas listed in Section II will wear a pressure or pressure demand SCBA. No other type of respirator will be allowed. (2) Firefighters will not remove the SCBA while in one of the hazardous work areas listed under Section II, unless authorized by the officer in charge. (3) Firefighters using the SCBA and working in a hazardous area as described in Section II will ahve the SCBA in the pressure position, if the SCBA is a Scott Model II A. (4) The Elk River Fire Department has all Scott II A and Scott 2.2 SCBA's. The Scott II A is equipped with two modes, a demand mode and a pressure. The Scott 2.2 is a one mode mask, and that being a pressure mode only. (5) Beards will not be allowed. Mustaches and side burns will be permissible as long as they do not interfere with the sealing of the face piece. IV. Ratings & Limitations: (1) (2) (3) Cylinders hold 45 cubic feet of air at 2216 PSI. Cylinders weigh about 31 lbs. when full. Approved working temperatures of the cylinder is from-25F to in excess of +160 F. Fully charged tanks will last approximately 30 minutes under mild labor conditions and approximately 20 minutes under hard labor. (4) -CON'T NEXT PAGE- IV. Ratings & Limitations (continued) (5) While wearing a (SCBA) the user will have: (a) Limited Visibility. (b) Poor Communications. (c) Approximately 35 lbs. additional weight to carry. (d) Be cumbersome. (6) Duration of the air supply is affected by the following conditions: e (a) Physical condition of user. (b) Degree of physical exertion. (c) Emotional stability. (d) Condition of apparatus. (e) Cylinder pressure before use. (f) Training and experience. V. Donning & Operation: (1) Donning of the SCBA will be in accordance of the Minnesota State Apprenticeship Program, Firefighter I - II - III, currently in practice in the Elk River Fire Department. (3) References will be in accordance to IFSTA Book 108 entitled Breathing Appartus. VI. Assignment of SCBA's: e (1) No one member of the Elk River Fire Department has his own specific SCBA. (2) Each man on duty will have a designated position in which to ride. Each position has respiratory protection available, either in that position or in a compartment nearby. (3) Off duty personnel of the Elk River Fire Department respond- ing to a fire where respiratory protection is needed may find SCBA's on anyone of the fire trucks. (4) There is not enough SCBA's in the Elk River Fire Department for each member. No one should enter a hazardous atmosphere unprotected. VII. Cleaning: e (1) When a SCBA has been placed in use, it shall be cleaned. The following procedure will be used for cleaning of the units: (a) Separate the breathing tube and face piece from remainder of the unit. (b) Wash face piece and breathing tube in clean disinfectant or detergent solution. (c) Rinse completely in clean, warm water. (d) Air dry in clean area. (2) While cleaning an SCBA, inspection of the unit will be done at this time for worn parts or physical damage. If a unit is found to be defective it is repaired. (3) After cleaning, inspecting and drying the SCBA, the unit will be tested for proper operation before being placed back on the fire truck or trailer for more use. e e e (4) All tanks have a date stamped on the tank that indicates the last test date. No tank will be filled when it exceeds the limitations listed. (5) All tanks when sent in to be hydrostatic tested, shall be sent with no pressure in the tank. XII. Employees: (1) All new employees when hired by the City of Elk River to perform fire fighting duties, shall be trained in the use of the SCBA and be knowledgeable to hazardous atmospheres they may encounter. (2) Employees at the time and date that this policy is instituted, have been trained in the proper usage of the SCBA and under- stand this policy, and have indicated so by signing it. (3) Once each year thereafter, a review of this policy, changes or modifications in the operation of the SCBA's or related information received from the manufacturer shall be passed on to all personnel of the Elk River Fire Department. . e e VIII . IX. X. XI. Storage All SCBA's are stored in boxes within compartments, or are mounted in brackets on the fire truck for easy access. Weekly Inspections: (1) Tanks will be inspected each Monday for the following: (a) Clean.liness (b) Damage (c) Gauge Work (d) Alarm Work (e) Hose connection work (f) Face piece seals (g) Shoulder harnesses and straps (h) By-pass, main line, and purge valves operational (i) By-pass, and purge valve closed (j) Made ready for emergency use Recharging: (1) Cylinders shall be checked before recharging for the following: (a) Evidence of exposure to high heat and flames. (b) Gauge lens melted, broken or stuck. (c) Physical damage to cylinder (d) Retest date is within cylinder limitations. (e) Amount of pressure the cylinder will hold. (2) Capacity: (a) Steel type 3AA cylinders that bear a plus (+) sign after the latest retest date, may be recharged to a pressure 10% greater than stamped service pressure. A cylinder stamped 3AA 2015 with a plus (+) sign may be recharged to 2116 PSI. Steel cylinders must be hydrostatically tested once each 5 years. (b) Aluminum cylinders bearing DOT exemption E6498-2116 may be recharged to 2216 PSI. Always check to be sure hydro- static test date is within five year period and that the cylinder is properly labeled. (c) Composite cylinders bearing DOT exemption E7235-2216 may be recharged to 2216 PSI. Always check to make sure the hydrostatic test date is within a three year period and the cylinder is properly labeled. (d) Filling a cylinder should be done at a rate of less than 1500 PSI per minute. Terminate filling cylinder, when cylinder reaches service pressure. Always go by the gauge on the cascade system. Testing of Cylinders: (1) All cylinders constructed of metal and fiberglass components will be tested every three (3) years. (2) All cylinders that are made of strictly metal components shall be tested once every five (5) years. (3) Cylinders that have been used for training or emergency conditions that show visible damage, such as scorched paint or gouging in the metal shall be tested before returning to service. -continued- rll -~( ( )j .YI~' E h River TO: MAYOR & CITY COUNCIL SUBJECT: PAT KLAERS, CITY ADM~~TOR DECEMBER 15, 1993 ~ PERSONNEL/ADMINISTRATIVE ASSISTANT FROM: DATE: This position is still in the proposed 1994 budget and I am not sure if this position will be cut or eliminated at this 12/20 meeting, or in January, or if the position will remain and be filled in 1994. I know that some Councilmembers have strong feelings regarding this proposed position. The City has functioned without this position and clearly can continue to do so if this position is not authorized. However, I am still recommending that this position be filled based on our need, requests from department heads, and experience on how similar communities handle this responsibility and function. During the summer worksessions on the budget, I presented the Council with some information on the Personnel/Administrative Assistant position. (The more appropriate title for personnel is now "Human Resources Coordinator".) In this memo I have outlined some of the possible work responsibilities of this position. These duties included: e - Ensuring compliance to the Americans with (ADA) and other handicap accessibility laws including updating our affirmative job descriptions. disability act state and federal action plan and Assisting in the development of a written employee evaluation system including training for the evaluators (department heads and City Administrator). Evaluating the City employee insurance and benefits package and recommending appropriate changes. - Ensuring compliance with the state comparable worth law. - Coordinating the recruitment and hiring process of new employees to ensure compliance with state and federal discrimination laws and data privacy laws. Monitoring and recommending improvements wellness/fitness program and the WIP offered to union employees) in the (currently City only - Improving the City employee training program. e - Improving the City employee assistance program. - Developing and implementing an employee safety program. P.O. Box 490 · 13065 Orono Parkway · Elk River, MN 55330 · (612) 441-7420 · Fax: (612) 441-7425 e e e - Updating the City personnel ordinance as appropriate. - Monitoring proposed and new state and laws and legislation and ensuring these laws...i.e., family leave law, law, employee benefits for partner law, federal personnel compliance to all of sexual preference etc. In order to get more information as to whether or not this proposed position is unique to Elk River, I referred to the Twin City Metropolitan Area Salary Survey. A copy of all of the cities included in the survey is attached. Almost all of the larger population cities have a Personnel Director and this is not a surprise as the need for the position increases with the number of employees and typically the size of the community. I was mainly interested in cities that have a population similar to Elk River (last column of the group five suburbs). In this regard, a "quick and dirty" telephone survey was completed. The results of this survey are indicated in the second attachment to this memo. The survey results show that a number of communities in our population range have personnel directors. Also, a number of cities in our population range have the Assistant to the City Manager position in charge of all the personnel work for the City. Finally, the cities without any notation on the attached page, had the personnel work completed by a variety of city employees. The cities of Andover, Stillwater, North St. Paul, and Chaska had the personnel function completed by the City Administrator (or manager), a Senior Accounting Clerk, or by each individual department head. As with most government functions, no two cities are identical and this seems to be true with personnel work. [ .;a \ Irr) I. ~) ,~) Ir~) I I. QI) ~) Ir __\ II ~. IT-;;t) ,-.::;;;J) If_~i Il-:;>>I It __. 1['-:: Ir~--I lir~l ~. 1-- -::1\ I:~) If'~ :;JI I' 11; 1~1I) Ir-~' 1,.;)1. I:'-~' I;"-~l , ;.jt, I:~.~ hi I-~, I.-~. l~ F";''','p'''''\,lm~=~~~ ~~';W,"",~~~"ll"'~ 1992 METRO SURVEY UNITS OF GOVERNMENT - GROUPINGS AND POPULAnON* listed below, In logical groupings for survey reporting purposes, are the units 01 state, metropolitan-wide, county and munlcIpaJ governments In the Twin Cities Metropolitan area. Of these, 109 reported data In the 1992 survey. ---------------------------------------------------Group One - StatAl Agencle..---------------------_-______________________ State of Minnesota University of Minnesota ----------------------------------Group Two - Metropolltan-wlde Agenclee - (Seven County Area)------------------------_____________ Metropolitan Airports Commission Metropolitan CouneR Metropolitan Waste Control Commission Metropolitan Transit Commission ---------------------------------Group Three - Hennepin County, Rarneey County, Twin ClUee--------------------_______________________ Hennepin County Ramsey County 1,039,099 488,363 MlnneapoHs St. Paul 368,993 272,537 --------------------------------------------Group Four - Selected COuntles-------------------_____________________ Dakota County Anoka County 282,461 248,553 St. louis County Washington County 198,213 150,653 Olmstead County Scott County Carver County 106,470 59,785 49,312 ---------------------------------------------Group Five -- Suburt. Over 10,000---------____________________ Bloomington 86,453 Brooklyn Center 28,741 Champlin 17,771 Brooklyn Park 57,359 Fridley 28,313 Anoka 17.218 Coon RapIds 54,518 Lakevlfte 26.408 Hopkins 16,391 Plymouth 52,492 Shorevlew 24,912 Andover 16,047 BurnsVlRe 51,743 White Bear Lake 24,865 Hastings 15,722 Eagan 49,158 Crystal 23,771 RobblnSdale 14,406 Mlnnetonka 48,658 Cottage Grove 23,715 StHlWater 13,970 EdIna 46,079 Inver Grove Heights 23,370 Ramsey 12,767 St. louis Park 43,781 New Brighton 22,253 North St. Paul 12,607 Eden Prairie 40,091 New Hope 21,715 Mounds VIew 12,590 Maple Grove 39,980 Woodbury 21,392 Chanhassen 12,339 Blaine 39,757 GOlden Vatley 20,889 Shakopee 11,966 'Apple Valley 35,879 South St. Paul 20,123 Prior Lake 11,730 Richfield 35,544 Oakdale 19,735 Chaska 11,727 Rosevllle 33,493 West St. Paul 19,144 Vadnais Heights 11.267 Maplewood 31,365 Columbia Heights 18,816 Savage 10,851 -----------------------------------------Group Six - Suburbs Under 10,000----------_______________________________ Mendota Heights Mound Arden Hlfts Llno Lakes Rosemount Ham Lake Lmle Canada East Bethel St. Anthony Orono Spring Lake Park Farmington Shorewood ' Forest Lake Lake Elmo Mahtomedl Falcon Heights Corcoran Sl. Paul Park Circle Pines Hugo Dayton Wayzala Newport Deephaven Oak Park Heights Waconla Mlnnetrfsta North Oaks 9,650 9.586 9,496 9.273 9,129 9,047 9,028 8,233 7,802 7,303 6,561 6,136 6,135 6,007 5,900 5,679 5,376 5,300 4,995 4,710 4,621 4,507 3,820 3,728 3,669 3,583 3,582 3,501 3,456 Medina SeRe PlaIne Bayport Jordan Independence Lauderdale Alton Osseo St. Francis Victoria Watertown New Prague Excelsior Lexington Maple PlaIn Lakeland Long Lake CenterVIRe Spring Park Greenfield Tonka Bay Young Amertca Norwood St. Bonlfaclus Lake St. Croix Beach Blrchwood DeHwood Carver Hlmop 3.219 3,166 3,121 2,958 2,878 2,698 2,683 2,652 2,615 2.497 2,429 2,402 2,378 2,289 2,049 1,997 1,985 1,819 1,524 1,476 1,472 1,374 1,344 1,191 1,086 1,035 885 756 749 Rogers Landlall Marine on St. Croix Greenwood WBlernte Mlnnetonka Beach Cologne VermRHon Ulydale Woodland Hamburg Mayer Gem Lake RocIdord Pine Springs Loretto Bethel Medicine Lake Hampton New Germany St. Mary's Point Randolph Hanover Lakeland Shores Elko New Market Coates Mlesvlfte 707 667 602 602 584 571 564 510 501 495 492 483 440 438 434 419 416 386 373 358 338 331 302 293 227 224 184 135 . Population figures based on 411/92 popUlation census counts provided by MetropoHtan Counell. ___Stanton Group 5 Champlin Anoka Hopkins Andover Hastings Robbinsdale . Stillwater Ratnsey . North St. Paul + - Mounds View + Chanhassen v Shakopee- Prior Lake Chaska Vadnais Heights. Savage .. v .V/ -.V. V ../ v/ . + .,.. ... + e . . ,,: ~ 17,n1 .-.....17 218 . . . - . t _ ._' . ;. .. - .. - ':<.'16,391 '. : 16047. . . , 15,722 . 14 406 :.' J . 13,970 _~ ~ 12,767 '.-' . . .'12,607 .; . -12 590 t . .12,339 . .11 ,966 . . 11 ,730 _ -11 ,727 11 .267 10,851 . t,/ =pc.. '" SO"" '" e.. \ D i '" ~ t...-'tD v- PersoV\"c.-1 WOY"k. J.OV'l.C-- b,/ As~15fal'\-r tb CA~ m4~4\ ~ c.."""""