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10. SR 05-17-2010Item # 10 ~~.-..~~ .-~.~- iver MEMORANDUM TO: Mayor and City Council FROM: Lori Johnson, City Administrator DATE: May 17, 2010 SUBJECT: State of the City/2009 Annual Report Due to the late addition of a closed session and the lengthy agenda, the discussion on the Annual Report and State of the City has been delayed. Mayor Klinzing and I discussed this and felt it would be in the best interest of the Council, department heads, and division managers to wait with the discussion. The Annual Report is attached for your review. Also attached are separate reports from Steve Dittbenner, ambulance coordinator, and Elk River Municipal Utilities. L 0 d { loi ~~~ ~~ ~~ ~w o~ E Q ~--~ L ~-. i., -'"'; O /, ~ ~~ ~ J n U ~_ •^ ~ ~ ^ ~ + . f-. '" v. v "O / ~~^" U ~, -~" ^ r ~.. ~ .~ ~ y .. ~ u U r cy J ;~ ~, ~ cc .= ~ u s v ~ ~ ~ ~ . a' J n ~ cL f .r-~ ^u C r~ ~ w ~ - ^ c~ . v. ~ '~ v i .... ~ .. ~ ~ ^, cC . ~~ . U v; ~ N ~ v ;,~' ~ ``~" ~ ~ 0.J .~ ~ r~ ^. ,~ r ,~ v~" ~ -~ ~. . .. _ . 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M N ~ ~ ~ r . . ~ ~ ti .J C U 4.. ,- U ~ Gr r cC r .-i v. _ ~ ti , U " ~ v • • • • • • • • ~+. u a s ~ ~ J ~ J .- J 3-i ~ I i ~'~' ~ ~ U `) .y ,ter, ^ `' '~ `~ ' r ~ v~ ~ ~, '1' ~ ,.~ O : ~ ~ ~ .~ C ~% u ,,; ~ . ~ p„ cc ~ ~ v ~., ~... " o ti ~ ~ r . ~ O ~, `~ ~ ~ rte-! ~ y, J 'V ~ l .r-+ U J ~J J t ~ r 1 J v y ^ C „ . v. te. . L: Vii-. .: CC H .~ U 1.= CC p Ti ;~ t~l G r ~ !-.i ~ ~. ~, r s r ~ ~ ~ ~ ~ r v, ~ ~ ~ ` '' cc J v; r ,~ G O ~' ~ r ~ v, f ^ J ~ J =~ v: am. ^.~ O • • • • • ~; '. r C _U `' 'v ~^. y ~: u ~ ~ a; .=C r :-, U, c ' cj r m -'~' f .;; ~ _ ~' J `~ ~ ~ ~ ~ ~'~ ~ "' ~ .'' ~ O .~.. C' v .--i . ~ f ~ .--. ^ i .--. J ~ w L ~ ~ ti :~ O w ~ U ai ~~~ ~ `' ~= ~ r cc' C ,^~ ~. C s ~ .~. ~ ai J ~ ~"G H ~ ~ ~ ~ ''" ~ r ~ N ~, -= ~ ~ ~, cc ~ r- • e • o- w v ~--~ (~ (/1 V ~ ~~. N V V ti i-~ y ti /.. ~ n L r ~ - ~y L ~ /' L u ~ ~ ,~ :~ !,,.. r ~ ^e r`3., ~ ~^, n . U ~ U cC ~ Z ~ U y ~~, r ~ ~ ~ ~ J r ~ ~ ~ ~ ~ ~ 1 ~ ~ ~ ~ ~ ~ ~ • • • • G ~ v.~ ~ ,.~ :-+ .. O O ~ Q ~ ~" .-.. ~ r V ~+-~ ~=. ~ ~ .; ~ r +- ~, ~Q.. ,emu 4" i ~ ~ Q ~' J r1 y ,~ (.. .~ :-i :~ ~ J ~ r O chi ~ r., ^~ ^' Ti by 'C r '-' ^' V °. r " ,'~ k ~~ d ~~ ~~ -~ i~ ~~ G r ~+ 4u ..-, ~ ' ~7 ~. c.~ '.z C~ ;u ^'G' ^ +, 0.„j ' V r~ + ~: ~ ~ ~ : ~ U ~ CC :.a ~ - O .~ ~ y ,~ . ^ r-= r ate. :.% w) ~ :.+ 0.J r tom; Y ,U., r `' •r, `-" ^" ~J ~J ~ U ~ :-~ ~ Sr N ~ " ~-~ ,w f" .--. P""~i + -+ ~ ~ +r e r i ~ ~ ~ ~ T ~ n J ~, '~ ~ r ~ ~ J ~ ;;~ V ~ ~ O ~ ~ .~ ~' y v r v: `i O _ N C \../ r r='.. r ~, ~ CJ :.r "~ F-i .~ fC j---i .~-. ~..J ~ J U / `.,J r--, / 4 a l..J J h-~ rl--+ V 'J. V; r c~ ~" U' u '," Rt r `" 1=i Sri ~ "' ^r <r. y e ~ u " ~ r ,r. U ;~ cC b~ co ~ '- e~ O V r. S-i ' - '~ J 1~ I~ ~ :'.) v, fC .~-~ w 1-+ .r :-. ~ -"' + ~."`.. iii 4--~ n ' •J ~ '~'' ' CC C / ~ r" T :,,y :..) ~ ~j ,,1.lnr .' ~+ ( ^ v J ~ :-1 ~ y V ~ J `."', ' -i C U N ~ ~ w ~ ~-~ r--i s w U ~ Lr / / ..-~ 4-. J ~ C . u • • i ~ • • 1 ~I~ .:giver ~i~re ~~FN ~~ C~ a~~ .~~~~nee Serviee ~ ~ ~, ~~~ The following pages include statistical information of the Elk River Ambulance activity for 2009. Total run volume had a decrease of 77 runs or 4% from 1,824 in 2008 to 1,747 in 2009. This was an ambulance service first reduction in calls in aver 25 years. Our AED program is alive and well with the last installations in our city being Pinewood Golf Course and the Street Department. These 2 units were made possible with a grant from Anoka Counn~. Firefighters Tristan Nicka and Jae Libor have successfully completed EMT training with Ryan Wolcenski our newest firefighter now enrolled. Upon Ryan's completion 22 of our 38 members will be EMT certified. The Ambulance board has once again postponed the replacement of 5601. The decision not to replace has become two fold. 5601 is in remarkably good shape and getting another year out of is should not be a problem. The real dilemma right now is there are no available options for a vehicle with a diesel engine package. We have improved our fiscal postwe this past year by partnering with merchant services out of Boston Mass. Merchant services is our clearinghouse to allow our patients to pay their ambulance bill with credit cards. ER Fire and Ambulance now accepts Visa, Mastercard, Discover and American Express. This along with setting up an EFT account' with the Bank of Elk River has increased our monthly receivables by approx. 8 %. Once again all of our achievements are a direct reflection of our dedicated EMT/Fire Fighter staff. Respectfully submitted, .~ Steve Dittbenner Ambulance Coordinator Page 2 # OF RUNS PER MONTH ELK RIVER AMBULANCE RUN REVIEW 2009 - 200 RESPONSES `09 `0$ `07 JANUARY 160 163 156 FEBRUARY 136 174 I23 MARCH 150 168 152 ~'~ 130 150 133 MAC' 149 135 138 JUNE 126 153 135 ~-Y 148 153 157 AUGUST I51 146 155 SEPTEMBER 152 146 138 OCTOBER 148 I45 I51 NOVEMBER 140 143 I36 DECEMBER 157 147 138 TOTAL 1747 1824 1725 TRANSFERS `09 `08 `07 125 122 121 108 130 87 105 124 li3 96 111 91 ill 103 105 99 107 97 IOb 120 118 112 108 105 118 102 104 I09 117 110 104 111 I07 112 113 105 1305 1368 1276 NO LOAD '09 `08 `07 35 41 35 28 45 36 45 44 39 34 39 42 38 32 33 27 46 38 42 33 39 39 38 50 34 44 34 39 28 41 36 32 29 45 34 33 442 456 449 TOTAL RESPONSES DOWN 77 = 4 % DECREASE TOTAL TRANSFERS DOWN 63 = S % DECREASE 'FOTAL NO LOADS DOWN 14 = 3 % DECREASE Page 3 Activity Both 5601 and 5602 operate with 12 hour shifts. The following is a report of how man}~ shifts were available for each truck and how many of those shifts did not have any calls. 5601 2 -12 hr shifts daily Shift Shims w/no activity January 62 2 February 56 6 Mazch 62 5 April 60 9 May 62 8 June 60 13 July 62 9 August 62 5 September 60 7 October 62 1 November 60 7 Aecember 62 7 730 79 =11 % inactivity 2009 =13% inactivity 2008 -11 % inactivity 2007 =11 % inactivity 2006 = 16% inactivity 2005 5602 1-I2 hr shift daily Shift Shifts w/no activity 31 I8 28 15 31 18 30 19 31 14 30 19 3I 14 3I 21 30 IS 31 13 30 18 31 16 365 200 = 45% inactivity 2009 = 49% inactivity 2008 = 48% inactivity 2047 = 49% inactivity 200b = 47% inactivity 2005 (6 mo.) k Fage 4 2009 - 2o0s Monthly Comparison 5601 - 5602 5601 Response Transfer N/C 09 os o9 os o9 08 January 141 136: 107 101 3S 31 February 115 149 94 112 37 30 March 128 139 91 104 35 34 April 110 130 81 93 37 34 May 124 114 92 8b 28 25 June 115 I35 91 92 43 32 July 124 135 87 105 30 3{~ August 136 131 100 97 34 37 September 123 128 94 92 36 30 October 125 123 9S 100 23 32 November 120 122 86 9S 27 28 December 132 129 93 99 30 28 Totals 1493 1571 1111 1176 382 395 56 02 Response Transfer N/C 09 08 09 08 09 08 January 19 27 18 21 1 6 February 21 26 14 18 7 8 March 22 29 l4 20 8 9 April 20 20 15 18 5 2 May 25 21 19 17 { 4 June 11 18 8 15 3 3 July 24 18 I9 15 S 3 August 15 1 S 12 11 3 4 September 29 18 24 IO S S October 23 22 14 17 9 5 November 20 21 = 18 16 2 S December 25 18 19 14 6 4 Totals 254 2S3 194 192 60 61 ~•, Page S Mutual Aid Summary The following report is a monthly breakdown of mutual aid calls responding to the Elk River Area. Mutual Aid Responses Transferred N/C t19 48 09 08 09 08 January 8 15 7 9 1 6 February 1 9 1 7 0 ? March 7 12 5 7 2 S April 9 12 7 10 2 2 May 10 11 6 9 4 2 June 6 I1 4 8 2 3 July 8 7 5 5 3 2 August 10 10 6 5 4 S September 10 8 6 5 4 ' 3 October 7 0 5 0 2 0 November 4 7 4 7 0 0 December 11 14 6 10 5 4 Total 91 116 62 82 29 34 Of these 91 mutual aid calls 33 occurred between l0a - l Op and 58 between l Op - 14a, 5602 operates between l Oa - l Op daily making 254 responses, in this time period. Covering 82% of what would have been a mutual aid call. 2009 mutual aid calls decreased by 25 runs from 2008 (7.58 rno. Avg '09, 9.67 mo .Avg ` 08) As mutual aid runs increase our nest strategic plan will be to activate 5602 towards 24 hours a day. An estimated volume of 20 mutual aid calls monthly would be required to initiate this decision. . .. ~~it~ diver R~'F.t w .~u.r~ul~~;~$,~$rGan.~. ~ . - 7 p1 as Gil ~u 40 C ~ Sfl a. ~0 70 ~u i0 0 RTR: Response Time Reliability, from call time to scene arrival. The above Gxaph represents EIk River's RTR for the calendar year 2009. The ambulance industry in general uses the 90% RTR for measuring. The 50% RTR gives an "average response." This graph represents all tails whether it was a routine or emergent call. '09 `0S `07 `06 `OS `04 `03 `02 `O1 `00 `99 `98 90% 14:40 14:10 13:25 13:20 12:40 12:22 14:15 14:47 15:40 13:20 12:15 12:20 SO% 9:45 9:15 9:10 8:45 8:31 8:31 8:10 7:27 7:40 7:40 7:20 7:20 P . ~ , -, ~ a 7 a D .1~ 11. 12 13 - 1~ .t5 ~ IG 11 t4 -Tfms In Mfnvlsa Elk Rive Municipal Utilities 2009 YEAR IN REVIEW The last year has been one of change for Elk River Municipal Utilities (ERMU). This change occurred in all aspects of our operation affecting the company, the customers, and the provided commodity. Through all these changes, ERMU has continued to grow while providing safe and reliable utilities to our customers. To improve organizational efficiency and to culture an environment needed to successfully realize our company mission, ERMU implemented an organizational restructuring with changes in leadership, policy, and procedure. The slowed economy and downturn in the construction industry reflect the change to our customer base which has resulted in revenue erosion. With this comes the challenge of cost control through being conservative and financially responsible. The cost of providing service and the trend in wholesale power continue to climb. Elk River Municipal Utilities continues to research wholesale power supply options to meet our needs in the next decade and beyond. This last year, this research into power supply even brought ERMU to consider the idea of participation a proposed power plant project. Much ERMU and City staff time and effort went into researching the option of participating in the Big Stone II power plant project. The Utilities Commission eventually decided not to participate. Later as a result of a primary partner's deciding not to participate, the Big Stone II power plant project was cancelled. These challenges have become opportunities and are really a reflection of ERMU's ability to adapt and evolve in an effort to better serve our customers. Elk River Municipal Utilities serves a geographically concentrated customer base and is locally governed. This put ERMU in a unique position to "provide safe, reliable, cost effective and quality long term electric and water utility service" by being able to quickly adapt to our customer's needs while providing benefit to the City of Elk River and our customers. Troy Adams, P.E. Director of Operations The following are some of the highlights and accomplishments from the departments of Elk River Municipal Utilities during 2009. ADMINISTRATION -Theresa Slominski -Finance Director /Office Manager 1. Actively supported and participated in Minnesota Municipal Utility Association (MMUA) and American Public Power Association (APPA) with industry and energy policy issues. 2. Ongoing review of policy and procedure. 3. Remained active in Energy City activities including Project Conserve. 4. Successfully manage customer needs, monthly billing, and collections. Customer monthly billing included approximately 9,170 electric, 4,467 water, 4,452 sewer, and 6,751 garbage/organics accounts. Continued focus on providing excellent customer service. 5. Continued focus on minimizing write-offs through our recently adopted Customer Deposit Policy and through legal means when necessary. 6. Rebated $139,393 to customers that participated in the Conservation Improvement Programs (CIP) in 2009. Of these rebates, $109,605 was reimbursed by Great River Energy. Rebates were paid out on 2,369 CFL's; 144 AC tune-ups; 40 energy star air conditioners; 11 heat pumps; 88 energy star dishwashers; 86 energy star refrigerators; 101 energy star clothes washers; 100 AC trees; l O lighting; 1 motor; 2 VFD; 1 HVAC; 1 compressed air; and 5 custom rebates. TECHNICAL SERVICES -Wade Lovelette -Technical Services Superintendent 1. Increased security system accounts from 653 to 749, a 14.7% growth. This is double the percent growth from a year ago. 2. Added approximately 93 new or upgraded radio controllers for Off-Peak and Cycled AC customers. ERMU remotely controls over 1,300 customer loads to help reduce wholesale power costs and customer utility bills. They consist of approximately 178 energy storage water heaters, 167 dual fuel heating systems, and 1048 cycled air conditioners. 3. Continued meter conversion with installation of approximately 800 electronic radio read meters. 4. Continued electric and water mapping. 5. Completed approximately 2,633 locates. Once again, locates were completed without damage claims resulting from workmanship. 6. Maintain and operate the diesel Power Plant. This facility has the ability to start from compress air (in the case of a transmission outage) and is rated to generate approximately 1/5 of ERMU's peak electric demand. WATER DEPARTMENT -David Berg -Water Superintendent 1. Produced 782 million gallons of water for a decrease of 8.4% from 2008. Peak day use of 5.4 million gallons (same as 200$). 2. Held a 2009 Water Conservation Seminar with the City and County to present to associations and large water consumers. 3. Added over one mile of new water main in conjunction with the 193`d Avenue road extension project. Also added new water main connecting new 193~d Avenue water main with Well #9. Completed changes water hydrants needed to facilitate the Morton road resurfacing project. 4. Implemented Smart Irrigation System rebates. 5. Continued working on wellhead protection plan. 6. Continued working with communication companies to establish a lease format for antennas to be located on water towers. ELECTRIC DEPARTMENT -Mark Fuchs -Electric Superintendent 1. Purchased approximately 247.5 million kWh of energy with a peak day of 50 MW. Even with the downturn in economy, the energy usage increased 2.3% over last year. 2. ERMU's 2009 reliability indexes are: Average Service Availability (ASAI) = 99.999%, Customer Average Interruption Duration Index (CAIDI) = 137 min, System Average Interruption Duration Index (SAIDI) = 5.1 min, System Average Interruption Frequency Index (SAIFI) = 0.037. These excellent reliability indexes numbers reflect the condition of our system as well as our superb response time. 3. ERMU's landfill gas electric generating plant produced 26.1 million kWh with a capacity factor of 98.1 %. 4. ERMU sold 438,000 kWs from wind generators in 2010 through our Wind Power Program. 5. The third party wind generator, which is used by Energy City as a demonstration site, produced 875,000 kWh in 2009. The annual capacity factor is 15.1 %. This is low in comparison to other wind generators; however, this is due to the lack of sufficient wind resource available in this part of the State. 6. Added 28 commercial accounts for a total of 1,104. Added 127 residential accounts and 121oad management meters for a total of 8,467. 7. Continued system maintenance and fuse coordination through a systematic program to change failing cutout and resize system fusing. 8. Constructed a new distribution feeder along County Road 1 in preparation for an upcoming 2010 territory acquisition. Constructed a new feeder under Highway 101 in Otsego. 9. Maintenance work and cable replacement performed in projects on Simonet Drive, Xenia Avenue, 191 '/2 Avenue, and Area 23. 10. Installed street lighting along 193`d Avenue extension. Elk Rive Municipal Utilities 2010 GOALS Elk River Municipal Utilities' goals are in part defined by our annual budget. To better serve our valued customers now and into the future, ERMU will continue to analyze past trends and forecast future needs to assess the necessary system improvements, financial requirements, and our labor needs. The goals are then based on maintenance and growth needs balanced by financial viability such that Elk River Municipal Utilities operates by our mission: lt~ission Statement: To provide our customers with safe, reliable, cost effective and quality long term electric and water utility service. To communicate and educate our customers in the use of utility services, programs, policies, and future plans. These products and services will be provided in an environmentally and financially responsible manner. The goals for 2010 are as follows: 1. Satisfy 2010 budget requirements and complete projects started in 2009. 2. Continue to investigate and solve long term physical and financial growth needs while maintaining existing systems. 3. Increase emphasis on maintenance and continued emphasis on providing excellent customer service. 4. Explore options and programs for customers to use credit cards to pay utility bills. 5. Review system to streamline and improve accuracy for billing cycle from meter reading to customer billing. 6. Continue effort in securing a wholesale power supply to meet our future needs. 7. Stay current on electric industry and service territory issues. 8. Continued cooperation with City departments and support of Energy City activities. Elk River Municipal Utilities 2009 Department Staff Organizational Chart Revised 11/16/2009 Electric, Water & Security Customers Elk River Utility Commission President -John Dietr Vice President -Jerry Gumphrey Trustee -Daryl Thompson City Public Works Director Water Superintendent David Bera Water j ' ( Water Operator J~i••~( Operator Peter Nielsen Angela Hauge Rick Schaust Steve Ziemer Locator/Mapping Locator Technician Jeff Murray Richard Wagner Technical Services Superintendent Wade Lovelette Lead Electrical Electrical Technician Technician Michael Price Adam Freiberg Security Plant Operator Technician Mechanic Contractors and Special Vendors Used for: Marketing Consulting and CIP - Zehringer Consulting Safety Training Program - MMUA Meter Reading - McBrady Human Resources -The City of Elk River Water Department Supervisory Services -The City of Elk River Director of Operations Troy Adams Electric Superintendent Mark Fuchs Foreperson Foreperson Mike Thiry Lloyd Lorenzen Lead Lineperson Lead Lineperson Chris Sumstad Arthur Gatchell Lead Lineperson Lead Lineperson Scott Thoreson Tom Geiser Lineperson Lineperson Jeff Henning Chad Grande Lineperson Apprentice Shane Defeyter Lineperson Lex Anderson Maintenance Person Apprentice Chris King Lineperson Grant Orrock Financial Director / Office Manager Theresa Slominski Assistant Office Purchasing Specialist Manager Judy McSpadden Greg Scherber AP/PR Credit & Collections Specialist Specialist Kimberly Sandstrom Michelle Martindale Billing Specialist CSR Tricia Pope Dolores Andreasen CSR ~ CSR Peggy Ferguson Michelle Anderson Accountant (Part-Time) Elk River Municipal Utilities -Reliability These excellent reliability numbers reflect our ability to respond quickly and restore power when outages occur. Local accountability, proximity, long term visioning on system design /maintenance all contribute to the high level of reliability and positive trends looking towards the future. System Average Innterruption Frequency Index t.aoo YEARS, literally, between service interruptions 0.750 _ _ -- _ --- '. u 0.500 , ..__ __._-._. _ _.. 3 ._--..... --- 0 ~ 0.342 d ~~ 9815 days e 0.250 ~~ 2067 days "_-__-...... _- __ _...__ or ,_ or it 26.9 years ~'~ 2.9 years betv+een ' between interruption interruption ~ 0 037 --- o.aoo _ _ I _ ~- ___ 5 YR AYG 200g OERMU SAIPI Comparative data is available upon request. System Average Interruption Duration Index in minutes a ~o ~~ 5 Minutes Average Duration a~ of Interruption ~'° --__ _ ~ 20 a I i 10-- ..___ _- __ _.. j _ _ _... _ .. ........ .... 5 pi. _..__-...__. __- -_._...__. _.._..___-_- zoos zoos zam lace ___ Nos -h-ERMU $A101 ~tir~ear (ERMU SA~p ~~ Average Servico Availability Index ss.sea ea.ssas se.ssns se.sssx ioo.aors ... __....._..._._... ee.arc ss sous _- _.._.__...._ . _.. _.... sew - __ __ 99.999% O'N ss I _.. _.. _._ s9 zoo ._.:.. ~--._ ___.... se.aow '- _____ --... _-__.. -_- _ _. __ zoos Noe zao~ zoos zao9 -ERMU AS J __