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HomeMy WebLinkAboutCCWkspAgenda 11-2-2011Falcon Heights City Council Workshop City Hall 2077 W Larpenteur Ave. 6:30 p.m. AGENDA Wednesday, November 2, 2011 6:30pm 1) Fire Department Operational Analysis RFP 2) 2012 Enterprise Fund Budgets and 2012 -2016 Capital Improvements Plan If you have a disability and need accommodation in order to attend this meeting, please notify City Hall 48 hours in advance between the hours of 8:00 a.m. and 4:30 p.m. at 651- 792 -7600. We will be happy to help. The City That Soars! REQUEST FOR COUNCIL ACTION Meeting Date November 2, 2011 Agenda Item Workshop 1 Attachment Draft RFP Submitted By Justin Miller, City Administrator Item Fire Department Analysis Request for Proposals Description One of the city council's goals for 2011 -12 is to conduct an independent operational analysis of the city's fire department. Attached to this report is a draft request for proposals (RFP) that staff has been working on for the past several months. It incorporates what staff believes are the questions that need to be answered and has been reviewed by outside resources to ensure that it is something that potential consultants would be able to complete. Budget Impact Included in the preliminary 2012 budget is $10,000 for this study. Attachment(s) Draft RFP Action(s) Staff is seeking comments about the questions being asked in the draft RFP and will Requested make changes as directed by the city council. Once approved, proposals will be sought after the first of the year for an anticipated report date in spring 2012. Families, Fields and Fair Request for Proposals Consultation Services Operational Analysis of Fire Service City of Falcon Heights PURPOSE The City of Falcon Heights is seeking proposals for professional services to conduct a review of its present fire service delivery system and make recommendations for improvements in efficiency and effectiveness of the department. The Falcon Heights Fire Department provides fire services to properties within the City of Falcon Heights, which according to the 2010 census has a population of 5,321 and a size of 2.2 square miles. The City of Lauderdale, with a population of 2,379 and a size of .4 square miles, contracts for fire protection from the City of Falcon Heights. On average, the department responds to 95 fire calls per year between both cities. These calls are fire or vehicle accident related, ambulance and EMT service is provided by the City of St. Paul. BACKGROUND The City of Falcon Heights is a first -ring suburb in the Twin Cities metropolitan area. Originally incorporated as a village in 1949, it was designated a city in 1974. Neighboring cities include St. Paul to the east and south, Roseville to the north, and Lauderdale to the west. The Minnesota State Fairgrounds, home to the Minnesota State Fair, and the University of Minnesota St. Paul Campus are within the city's borders. Emergency services to these institutions are provided by their own police departments and the St. Paul Fire Department. Other major employers in Falcon Heights include Technology Information and Education Services (TIES), a provider of training services to school districts, and Spire Federal Credit Union. Roughly 66% of the city's tax base is held by tax - exempt entities. Falcon Heights enjoys a diverse housing stock, including several apartment structures, senior living facilities, and single - family homes. Most of the housing stock was built in the post -war period, although significant redevelopment has occurred within the past ten years, and plans call for more redevelopment in the coming years. Major roadways in the city include Snelling Avenue, a state highway, as well as Larpenteur Avenue, a county roadway. The controlled intersection of these two roadways is one of the busiest intersections in the metropolitan area. State Highway 280 runs through Lauderdale, which is also in the coverage area for the fire department. Police services to both Falcon Heights and Lauderdale are provided by the City of St. Anthony Village. Ambulance service to both cities is provided by the City of St. Paul. STAFFING AND APPARATUS The Falcon Heights Fire Department is a volunteer, or paid -on -call, department with an average of twenty firefighters on staff at any one time. The department is led by a chief, who is elected to three -year terms by the membership. Department leadership also includes an assistant chief and three captains. All firefighters are required to have completed certified firefighter courses one and two, haz -mat operations, and EMT or first responder courses. In addition, firefighters must attend at least 33 drills a year, which includes SCBA training at least four times a year. Drills are led by trained department personnel as well as instructors from Hennepin Technical College. Hazardous material training is provided by the North Suburban Haz -Mat Team. The department currently has four apparatus: • 1998 Chevrolet four door, 3/4 ton pick -up • 1991 International General 65' Telesquirt (1500 gallon per minute) • 2001 Custom Rescue Pumper (1250 gpm and Hurst extrication equipment) • 2005 Custom Full Response Cab 1500 gpm The department is housed in a single station co- located in the Falcon Heights City Hall building. The station includes garage bays for all apparatus, a training room, chief's office, lounge and kitchen. GENERAL SCOPE OF SERVICES 1. Review response times from 2008 -2010 and benchmark against state and national standards for volunteer /paid -on -call departments including NFPA #1720, ISO and CAFI standards. 2. Review department organizational structure and workplace culture and make recommendations on potential improvements. 3. Gather input from stakeholders, including members of the fire department, city council, city administration, City of Lauderdale representatives, and neighboring fire departments with which Falcon Heights has aid agreements. 4. Provide a review of current compensation structure as compared to similar cities/ departments in Minnesota. The City will work with the successful consultant to identify the cities/ departments to compare with within the scope of services. 5. Analysis of current staffing levels and recommendation of appropriate levels to ensure effective response times; compare staffing levels to similar metropolitan departments. Assess ability to recruit and retain paid on -call personnel. 6. Review of training procedures and record keeping and provide recommendations on the improvement thereof. 7. Analysis of current equipment status and future needs including a proposed timeframe for replacement or upgrade. 8. Comparison of current departmental budget as compared to similar metropolitan departments including personnel costs, vehicle maintenance and training budgets. 9. Review the existing Standard Operating Procedures (SOP'S) and make recommendations for improvements or enhancements. SUBMISSION REQUIREMENTS Interested parties shall submit seven copies of their proposal to: City of Falcon Heights Attn: City Administrator Justin Miller 2077 W. Larpenteur Ave. Falcon Heights, MN 55113 Submissions shall include: • Background, experience, and reference list of similar studies • Proposed methods and approaches in conducting this study • Detailed cost breakdown, including a "not to exceed" estimate (identify if cost is fee based or hourly charges) • Projected timeline The City of Falcon Heights will assist in providing any and all data necessary to conduct this study. Such information may include city maps, GIS data, demographic data, apparatus lists, land use data, response time data from 911 dispatch CAD system, and access to stakeholder contact information. SELECTION PROCESS 1. Written proposals are due by 4:30 pm, xxx, 20xx. 2. The City Administrator and Fire Chief will review proposals before submitting a report to the City Council for selection of preferred consultant. 3. The City may, if further information is needed, request proposers to submit answers to written questions or be available for interviews. Upon consultant selection, a formal contract will be formally approved between the consultant and the city council. Questions regarding this proposal shall be directed to City Administrator Justin Miller at (651) 792 -7611 or Justin .miller @falconheights.org. The City That Soars! REQUEST FOR COUNCIL ACTION Meeting Date November 2, 2011 Agenda Item Workshop 2 Attachment 2012 -16 Draft CIP Enterprise Fund Budgets Utility Rate Comparisons Submitted By Justin Miller, City Administrator Item 2012 -16 Draft Capital Improvements Plan and Enterprise Fund Budgets Description Each year the City of Falcon Heights adopts a five year Capital Improvements Plan (CIP). This plan identifies capital needs throughout the city in regards to public infrastructure, parks facilities, improvements to city buildings, and the city's vehicle fleet. Key points of the draft 2012 -16 CIP include: General Capital Improvements This account funds improvements to city hall. There are no major purchases proposed in 2011. Public Safety Capital Improvements This account funds improvements dealing mainly with the city's fire department. Besides regular equipment replacement that is annual in nature, the largest expense for next year is $31,000 for replacement of rescue equipment. The current equipment, which is used to extricate motorists from vehicles that have been in an accident, is 32 years old and replacement parts are no longer available. A major expense of $650,000 is denoted in 2013 for a replacement fire truck. Parks/Recreation/Public Facilities Capital Improvements This account funds improvements to the city's parks system and other public buildings. Major expenses include $130,000 for a new roof at city hall and $15,000 for sidewalk replacement at Community Park. The city hall roof is nearly twenty years old and new leaks continue to appear. The sidewalks at Community Park have several areas that contain trip hazards and need to be repaired. Infrastructure Capital Improvements This account funds repairs and replacements of infrastructure around the city, focusing mainly on streets and sidewalks. Projects include reconstruction of the alley behind Falcon Crossing, a mill and overlay of the alley north of California between Hamline and Albert, and a mill and overlay of Crawford between Snelling and Simpson. According to the assessment policy, 90% of the alleys may be assessed while 40% of the mill and overlay projects will be assessed. A feasibility study is currently being conducted. Families, Fields and Fair Capital Equipment This fund accounts for the equipment to be purchased using the 2010 equipment certificates that were approved by the city council earlier this year. In 2012, two pieces of equipment are scheduled to be purchased and will replace existing equipment. Storm Sewer The city continues to see increased state and federal mandates in regards to storm sewer operations. Proposed in the 2012 storm sewer budget is cleaning and jetting of all catch basins and storm sewer lines in the city. Over the years these catch basins accumulate sand and other debris and need to be cleaned to ensure their proper operation. This will be the second year of this project, as the first portion of the city is being cleaned in 2011. Staff is proposing a $.50 /month increase to the storm sewer fee, which will bring the quarterly bill for residential customers to $19.00/ quarter. Even with this increase, the fund will see a projected loss of $6,333, which will reduce the overall fund balance in this account. Sanitary Sewer 2011 was the first year of a new billing structure where sanitary sewer bills were based on water usage during the winter billing quarter (December- February). A flat fee of $25 /quarter was established to cover fixed costs associated with the sewer system in addition to a variable rate based on water usage. The 2011 rate was set so that the median household in terms of water usage would see approximately no change in their bills as compared to 2010. It was assumed that the fund would not perform as well as in past years as residents began to change water usage habits to lower their sanitary sewer bills. After reviewing the data for 2011, staff is proposing to increase the flat rate from $25 /quarter to $26.50 /quarter and increase the variable rate the same percentage increase. It is important to maintain a positive cash flow in this fund as we continue to transfer money from this account to the general fund to lower the needed property tax levy. Budget Impact Dependent on eventual adoption by the city council. Attachment(s) 2012 -16 Draft CIP Enterprise Fund Budgets Utility Rate Comparisons Action(s) No formal action is requested, but staff will incorporate any comments into the final Requested budgets which will be approved at the December 14th city council meeting. w � Y! 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Y Q c y q u � O Z n W LL= a W u W N Q L 2 t' E LL 2 Q d O n O u q ti ¢ O = q O zOW aFa a ¢W E aW Zvi aw s `q o W '� W E z j c ii �= �= oo ,.°� Z` w a~ i > of W O} O n n n = U= U F y n n Z E U U `u W W F-' H e U W U V1 d t 0 N d o w u E N N o N d a r N F WLL' 3 E m' ' ?�00E 3C9=o��aE o m q W 0 E g y z 00 o?;II „oo2 o� o= u L) lL a N p LL. Z w m a N h a c Fu L U 0: a a ULLY-1- L) L) L) V- V LL Z U U 1 P y� S ® iii PRIM EM �SVSUmu 2 :')v The following graphs depict typical monthly residential stormwater utility bills for those municipalities who responded to the survey separated by Minneapolis /St. Paul Metro Area and State. St. Louis Park, MN MINNEAPOLIS /ST. PAUL METRO Spring Lake Park, MN Maple Grove, MN Fridley, MN $1.21 Lake Elmo, MN $1.25 Eden Prairie, MN $1.67 Golden Valley, MN $2.44 Plymouth, MN $2.50 Brookyln Park, MN $2.53 South St. Paul, MN $2.55 St. Paul Park, MN $2.70 Eagan, MN $2.73 Chaska, MN $3.00 Ramsey, MN $3.09 Arden Hills, MN $3.30 West St. Paul, MN $3.33 Mounds View, MN $3.33 U Richfield, MN $3.65 Mahtomedi, MN $4.26 Victoria, MN $4.33 St. Anthony, MN $4.33 Rosemount, MN $4.34 Apple Valley, MN $4.67 Wayzata, MN $4.67 Oakdale, MN $5.00 Hopkins, MN $5.00 Bloomington, MN $5.01 Minnetonka, MN $5.76 Falcon Heights, MN $5.83 Waconia, MN $6.15 Burnsville, MN $6.46 Mound, MN $6.67 Minneapolis, MN $11.0 1 2 3 4 5 6 7 8 9 10 11 12 0 Typical Monthly Residential Stormwater Utility Bill ($) j� Copyright ©2611 AE2S - All Rights Reserve) 2011 North Central Utility Rate Survey I Page 22 �i I- LU w LOU) >- e- w I Q I� I� O V) 1 WASTEWATER SYSTEM$ RY URO /S -1 The following graphs depict typical monthly residential wastewater utility bills for those municipalities who responded to the survey separated by Minneapolis/ St. Paul Metro Area and State. Tile bills are based on 6,000 gallons per month. Copyright 01011 AE2S -All Rights Reserved 0 MIN NEAP®LIS /ST.PAUL METRO $15.67 $16.43 11 Wastewat7on6,000 Charge - $16.70 ❑ Wastewat - -- = - -= $18.10 Charge B $18.48 Gallons -� $18.55 $18.60 $18.70 - - -_ $19.33 $19.50 1 $19.92 - - - - - -� $20.74 $20.79 $21.00 $21.25 $21.46 $21.74 $22.20 $22.26 $22.34 $22.89 $23.30 $23.54 $23.67 $24.46 $26.43 $29.02 $29.03 $31.03 - $32.15 -� $32.47 - 1 $37.44 5 10 15 20 25 30 35 40 45 50 55 Typical Monthly Residential Wastewater Utility Bill ($) ki Ln cd w Q u; Rosemount, MN Brookyln Park, MN �r Bloomington, MN '.� Eden Prairie, MN y Maple Grove, MN r ,t Spring Lake Park, MN Eagan, MN Minnetonka, MN Golden Valley, MN Mounds View, MN Apple Valley, MN Richfield, MN Burnsville, MN Mound, MN St. Anthony, MN White Bear Lake, MN Falcon Heights, MN U Oakdale, MN Hopkins, MN Ramsey, MN Plymouth, MN Victoria, MN St. Paul Park, MN Fridley, MN St. Louis Park, MN Minneapolis, MN Chaska, MN South St. Paul, MN Mahtomedi, MN West St. Paul, MN Arden Hills, MN Wayzata, MN Waconia, MN Copyright 01011 AE2S -All Rights Reserved 0 MIN NEAP®LIS /ST.PAUL METRO $15.67 $16.43 11 Wastewat7on6,000 Charge - $16.70 ❑ Wastewat - -- = - -= $18.10 Charge B $18.48 Gallons -� $18.55 $18.60 $18.70 - - -_ $19.33 $19.50 1 $19.92 - - - - - -� $20.74 $20.79 $21.00 $21.25 $21.46 $21.74 $22.20 $22.26 $22.34 $22.89 $23.30 $23.54 $23.67 $24.46 $26.43 $29.02 $29.03 $31.03 - $32.15 -� $32.47 - 1 $37.44 5 10 15 20 25 30 35 40 45 50 55 Typical Monthly Residential Wastewater Utility Bill ($) ki Ln cd w Q u; I 4 14 14 14 10 14 nut aj►, %; ��. N- v Lake Elmo, MN* Maple Grove, MN White Bear Lake, MN Spring Lake Park, MN Brookyln Park, MN Eagan, MN Eden Prairie, MN Rosemount, MN Mounds View, MN Plymouth, MN Bloomington, MN Fridley, MN Minnetonka, MN Apple Valley, MN St. Louis Park, MN Hopkins, MN Oakdale, MN U Ramsey, MN St. Paul Park, MN Richfield, MN St. Anthony, MN Burnsville, MN Chaska, MN South St. Paul, MN Falcon Heights, MN Golden Valley, MN Mahtomedi, MN West St. Paul, MN Victoria, MN Wayzata, MN Arden Hills, MN Minneapolis, MN Mound, MN Waconia, MN r Copyright © 2011 AE2S - All Rights Reserved V 00 71% L H'T � L � TV kl�.' AV LF 2" ol V me r -F n 00 / S VAV E The following graphs depict combined typical monthly residential water, wastewater, and storinwater utility bills for those municipalities who responded to the survey separated by Minneapolis /St. Paul Metro Area and State. TYPICAL MONTHLY RESIDENTIAL TOTAL UTILITY BILL (Minneapolis /St. Paul Metro) $ $25.1 3 *Wastewater Rate Not Reported _ $25.1 $28.99 ❑ Water $29.69 C Wastewater $30.83 Stormwater $31.68 - - $31.77 $32.21 $35.06 $35.53 - -� $35.72 - - $35.92 - -- $36.10 $36.64 $38.41 - -- - -- $38.60 -- $38.83 $39.59 -_- - -� $41.50 $41.97 $42.19 $43.11 $44.50 $44.96 $47.55 $48.75 $52.71 _ - -- $53.68 $54.61 - - -- $56.74 $58.41 - $61.75 $63.08 $64.66 0 20 40 60 80 100 120 2011 North Central Utility Rate Survey I Page 28 LU r,, Q CZ I f- O