Loading...
HomeMy WebLinkAboutAgenda Packets - 2014/12/01 (2) CITY OF MOUNDS VIEW CITY COUNCIL WORK SESSION AGENDA MOUNDS VIEW CITY HALL Monday, December 1, 2014 7:00 p.m. REVISED AS OF DECEMBER 1, 2014, AT 815AM ROLL CALL: Flaherty, Gunn, Hull, Meehlhause, Mueller PUBLIC COMMENT Citizens may speak to issues not on tonight’s agenda. Before speaking, please give your full name and address for the minutes. Also, please limit your comments to three minutes. Agenda Items Discussed by Consensus 1. Review County Road 10 / County Road H / I-35W Improvements (Ramsey County) 2. Anoka County Fire protection Council (ACFPC) Presentation by SBM Fire Chief Nyle Zikmund 3. Volunteer Program Update 4. Review All Funds Budgets for 2015 5. Review Public Works Director Job Description Next Work Session: Monday, January 5, 2014, at 7pm Next City Council Meeting: Monday, December 8, 2014, at 7pm REVISED AS OF DECEMBER 1, 2014, AT 815AM Item No: 1 Meeting Date: December 1, 2014 Type of Business: Work Session Administrator Review: ____ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Nick DeBar, Director of Public Works/City Engineer Item Title/Subject: Review County Road 10 / County Road H / I-35W Improvements (Ramsey County) Background/Discussion: The I-35W corridor north and south of I-694 will be busy with reconstruction of four bridges during the 2015 and 2016 season. The County Road F bridge and Highway 96 bridge/interchange improvements will occur in 2015, followed by the County Road E2 and County Road H bridge/interchange in 2016. Ramsey County Public Works has taken the lead agency role from Mn/DOT for these projects and has been busy with planning and design. I have been involved in this process as a member of the Project Management Team (PMT), which also includes technical staff from Mn/DOT, FHWA, Arden Hills, New Brighton, Ramsey County Parks and Rec., Metro Transit, RCWD, and engineering consultants. The PMT meets regularly each month. Beth Engum, Project Manager at Ramsey County Public Works, will be present to conduct a presentation for this item discussing and updating the City Council of the work to date and the preferred layout for the I-35W/County Road H/County Road 10 bridge and intersection improvements. The City Council will be able to ask questions and provide input to the proposed improvements. Respectfully submitted, Nick DeBar Director of Public Works/City Engineer Anoka County Fire Protection Council       The Anoka County Fire Protection Council was formed back in the 70’s.  The Anoka County Fire  Protection Council meets on the last Thursday of January, April, July, and October.  The meeting  locations are rotated alphabetically by department.  Annual dues have always been collected from the  departments to fund various events such as training, education booth at the Anoka County Fair,  equipment for some of the ongoing programs, etc.  Spring Lake Park Fire Department is currently the  fiscal agent for the Fire Protection Council.    Fire Academy  The fire academy provides firefighter I, II, and hazmat operations training for new recruits. The  academy is 176 hours of training provided by instructors from the departments within the  county. There are three Directors in charge of the academy Andover Fire Chief Jerry Streich,  Coon Rapids Captain Tim Gilsrud, and SBM Deputy Fire Chief Harlan Lundstrom.  Centennial Fire  District obtained a 4 year grant 2 years ago which covers the costs of gear, physicals, books,  $500 recruitment incentive, and EMT training.  The Minnesota Board of Firefighter Training  Education reimburses the academy $1200/ firefighter that completes the training and  certification testing.  Vision  1. To establish a county‐wide fire training academy that would provide consistent firefighter task  and skill level training based off current standards, policies, and best practices.   2. Provide basic level training using classroom and field environment evolutions.   3. Establish a consistent, well‐defined training program for basic level skills to include safety, radio  procedures, incident command, PAR, and vehicle operations.    4. To create a training governing board that reviews basic level training, funding, and future  initiatives.    5. To provide qualified instructors that would enhance the learning environment.   6. To reduce and share costs for training equipment, gear, housing, payroll and the like.   7. To establish specific times in which basic level training will occur throughout the year.    8. To enhance the firefighters experience by training with other cities.  9. To enhance the firefighters experience by introducing them to county‐wide resources.    10. To provide fire departments with a better trained and prepared firefighter.      Fire Investigation Team (ACFIT)   The Anoka County Fire Investigation Team (ACFIT) was formally established in October of 2005.   Planning for the team came a year or so prior.  The concept of the team was to build collaboration  amongst fire, law enforcement, and others to better determine the origin and cause of fire and  explosion scenes within Anoka County.     Prior to the team being formed, local officials were on their own when it came to determining the right  o/c which often took a lot of time and effort OR it simply was not done.      Anoka County Fire Protection Council       Today the ACFIT has become a model for other county teams such as Hennepin, Washington, Dakota,  Sherburne, Albert Lea, and Ramsey.  Others contact the team on a regular basis for information and  forms.      The team consists of approximately 30 members from local fire and police agencies as well as a  member from the State Fire Marshal’s Office and the ATF.  We are also fortunate to have a County  Attorney assigned to our team which is unheard of in other teams.  This quite frankly has made our  conviction rates such a success.  To be able to process a scene and have the attorneys’ office take the  case and win is a great success!     We have complete support from the County Sheriff, County Attorney, Medical Examiner’s Office and  local officials.      The true success of the team is attributed to the men and women who are part of the team.  The long  hours working in tough conditions are not always pleasant but they arrive ready to work and  determine the cause for those that call on our services.  To be able to process a scene and have the  attorneys’ office take the case and win is a great success!     Fire Intervention Program (FIP)   It is a group of agencies within Anoka County who came together in 1993 to deal with the issues  of juvenile firesetting.  This group is called the Anoka County Juvenile Firesetters Task Force.  They have  developed a fire intervention program for juvenile firesetting. The program is educational in nature  with information that will carry into their adulthood and make for a fire safe life. Parents are  encouraged to attend.  The class is taught by firefighters on the third Saturday of each month except December. It is four and  one half hours in length and runs from 8 a.m. to 12:30p.m.  The class is held at Lino Lakes Correctional  Facility.  The cost of the class is $50 for Anoka County residents, $60 for nonresidents.    CAD/RMS   The Anoka County Joint Law Enforcement Council (JLEC), in partnership with the Anoka County Fire  Protection Council, and the Board’s Public Safety Committee unanimously approved a contract on October 30.   2013 to purchase a new CAD/RMS System. The new public safety data system will replace old and outdated  systems, into one integrated and all‐encompassing system that combines Anoka County’s 11 law enforcement  agencies, 15 fire departments, jail, and 911 Center that assists all 21 Anoka County communities.  Fire  departments will be using FDM Software for Fire Records and TriTechs CAD/Mobile in the apparatus.  The cost  of maintaining the system will be spread across all departments based on each departments average 5 year call  volume, population, Market value.    Technical Rescue   The Special Rescue Team is made up of firefighters from various departments that provide  confined space rescue, high angle rescue, structural collapse, and trench rescue.  The Fire Protection  Council has provided some funding for equipment needed by the rescue team.  Anoka County Fire Protection Council         Committees  Standards Committee – This committee develops standard operating guidelines that will impact  when the departments provide mutual aid to each other.  Technology – Provides information on the latest innovations in technology.  Radio – Addresses radio communications issues.    Support Services   The Fire Protection Council invites agencies that support the fire service in some way;    Central Communications    MN DNR    Anoka County Sheriff’s Office    MN State Fire Chiefs Association    MN State Fire Department Association    Red Cross    Salvation Army    Allina      Anoka County Dispatch – Computer Aided Dispatch (CAD)  Anoka County has been recognized as a state and national leader for over three decades with  respect to public safety dispatch.  Central Communications or 2800 as they are known by their  call sign has been dispatching police, fire, sheriff and EMS from one center as a single entity  under Anoka County Government.  To put that in perspective; both Hennepin and Ramsey  County had more than a dozen dispatch centers (combined) to accomplish the same.      Approximately three years ago the dispatch center indicated they would need to update and  upgrade the Computer Aided Dispatch (CAD) portion of their operation as the software was  outdated and no longer supported. Thus, a decision had to be made on what software should  be purchased.  The new CAD system will have a number of new features such as Automatic  Vehicle Location (AVL), allowing everyone on the system to see the location of every unit.  This  will assist in numerous areas from officer safety to fire command having a better grasp of  arrival time of incoming units.    The software will also include mapping and best routing which for the volunteer departments,  especially those in growing cities; will provide greater ease and reduced response times given  the number of new roads and complexity of some developments.            Anoka County Fire Protection Council       Records Management System (RMS)   Simultaneously, the Joint Law Enforcement Council (JLEC) had been discussing and researching  improvements to their information sharing for greater efficiencies amongst enforcement  agencies as well integrating better with the Sheriff’s office and the jail.  Given the frequent  interaction between law enforcement and fire agencies and the significant data we collect  (such as pre‐plan information, hazard location, etc.) the decision was made to explore a county  wide Records Management System thus allowing public safety agencies in the county to better  share critical information regarding properties and property owners.    Upon completion of the request for proposal and subsequent selection; Fire Department  Management or FDM software was selected by the search committee.  SBM Fire has purchased  FDM back in the summer of 2003 and thus, we are very familiar with it.    FDM Software was chosen as it is the most robust and versatile fire records management  software available on the market.  SBM and the cities we serve will benefit from the following  changes/upgrades:  1. The county program includes all modules, most notably inspections which SBM did  not purchase.  This module will allow us to utilize numerous features within the  module when we contract or assist our contract cities with inspections.  2. The AVL and Mapping in the CAD system is linked to FDM and will provide greater  access to our pre‐plan data, previous response activity, inspection activity and any  other hazard information that has been collected.  This information will also be  available to our police departments.  3. The fiscal share of the annual maintenance is slightly higher than we are paying  currently, however, we now get all modules.  4. As a county wide system, we will have a greater ability to utilize the versatility and  custom features given our shared efforts with special rescue, fire investigation, etc.  5. A support technician may be required.  If so, the cost sharing formula results in SBM  paying 17% of the share.  Given our experience and familiarity with the system, we  will be the best qualified agency to hire and employ this individual who we can have  serve as another much needed day‐time responder.  The remaining salary will be  paid by the partner city departments.    Joint Powers Agreement  Currently, the Fire Protection Council has no legal standing; we are basically a club.  SBM has  been acting as the fiscal agent to manage the funds we receive from dues, the fire academy,  and the Juvenile Intervention Program.  Leadership is elected amongst the member  departments.    With the purchase of the FDM software, the vision for the academy, and the need to migrate to  more shared services – the Council explored options and determined that the best option to  create a legal entity was via a Joint Powers Agreement.  Anoka County Fire Protection Council         The primary issues are purchasing/ownership and liability.  While the initial FDM (and law  enforcement records) purchase was county funded via a bond sale that JLEC promulgated and  advocated.  The operation and maintenance will be JLEC or Fire Council responsibilities  respectively.   Thus, a need to have a legal entity to own and be able to ensure operation.      The SBM maintenance share is $17,306 or 17.9%.  The formula is three parts composed of a 5  year average of calls, population and market value.  The cities respective shares are;  Blaine ‐ $12,973 or 13.4%  Mounds View ‐ $2,842 or 2.9%  Spring Lake Park ‐ $1,413 or 1.5%    The same is true for our fire academy, investigation teams, etc.  By becoming a legal entity we  have the ability to “own” and thus insure.  Furthermore, as a JPA we will be protected by tort  immunity laws and insured by the League of Minnesota Cities Insurance Trust.    Along with these benefits will be our ability to enroll non‐affiliated or non‐Anoka County Fire  Department recruit candidates in our academy classes which will allow us the ability to  continue with predictable scheduling and generate revenue.    The proposed JPA is modeled after the Law Enforcement Councils in that elected officials have a  seat on the board.  The proposed voting formula is bifurcated with a demarcation point based  on am expenditure threshold of $50,000.  If under this threshold, the Chief of each department  casts a ballot of equal share.  If over this threshold, the elected official casts a ballot of  weighted share that is equal to the formula distribution detailed in the maintenance cost  sharing.               Item No: 3 Meeting Date: December 1, 2014 Type of Business: Work Session Administrator Review: _____ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Desaree Crane, Assistant City Administrator Item Title/Subject: Volunteer Program Update The City recently received a grant in the amount of $2,000 from the Minnesota Association for Volunteer Administration (MAVA). In accordance with the provisions of the grant, MAVA and the City are required to provide the following below. Receptionist/Recycling Coordinator Mary Springer and I have started the process of developing a City of Mounds View Volunteer Program. Mary Springer and I have completed some of the items, which are identified in purple. • A grant check in the amount of $2,000. The City has received this grant check. • Complementary attendance for up to two (2) staff to attend the MAVA Volunteer Impact Leadership Series and other full or part day workshops MAVA offers during the grant period at no cost. (Grant period is September 1, 2014 – August 30, 2015). Mary Springer and I attended the MAVA Volunteer Impact Leadership Series on October 22nd and 23rd. Attached is information on the series. Mary Springer and I also attended a workshop called The Relative Impact Return on Investment (ROI) Model on Friday November 21st. Attached is information on the workshop. • Up to four (4) hours of MAVA consulting time for your volunteer program. Mary Springer and I have not used the consulting time yet. Staff is still in the process of identifying areas of where volunteers would be effective. • A complementary MAVA membership for the period of the grant, renewable at the end of the grant period. The City of Mounds View is a member of MAVA. As a condition of the grant, the City agreed to: • Submit a brief work plan for City volunteer engagement by November 1, 2014. (An update on the work plan submitted in the proposal). In November, Mary Springer and I submitted the following brief work plan to MAVA: o City Staff has a meeting with the City Council on December 1st to help identify areas where City volunteers can be useful. Item 03 Monday, December 1, 2014 Work Session Page 2 o City Staff will be starting the process in early January to do a marketing Public Service Announcement (PSA) campaign on the City's cable access channel on City Volunteerism. o As soon as areas are identified where City volunteers could be useful, then the City will develop volunteer job descriptions. o Advertise for City volunteers. • Participate in 3-4 phone meetings with other pilot sites to share progress and learn from each other. Mary Springer and I will be participating in our first phone meeting in early January. • Submit a brief report on the initial lessons learned by March 31, 2015. • Submit at least three documents used in the volunteer program with permission for MAVA to share those with other cities by August 1, 2015. • Submit a brief final report by September 30, 2015. MAVA will provide a report format. The report would include progress on the work plan, number of volunteers involved and departments utilizing volunteer during the grant period, the results of short two/three question survey given to 3-5 volunteers and/or City staff on results of the effort, lessons learned and feedback on what resources were the helpful to your city. • Do a brief pre and post assessment of volunteer engagement. • Respond to a follow up phone call two years after grant period on volunteer program Mary Springer and I have identified some areas where volunteers would be very useful. Some areas include: landscaping City Hall, cable channel talent, cleaning park buildings, Mounds View Festival in the Park Committee, City Commission and Committees, and assisting in record keeping/archiving documents, to name a few. As part of the grant requirement and brief work plan provided to MAVA, Staff would like some direction from the City Council on other areas where volunteers would make an effective impact on the City. After receiving feedback from the City Council, Staff will start developing volunteer job descriptions. These volunteer job descriptions are essential in identifying the responsibilities and requirements of the job. Defining duties and responsibilities helps the City assess the risk to the volunteers and the City so that they can be addressed, minimized or eliminated. When completed, Staff will have the City Council review these volunteer job descriptions before City advertising and a marketing plan begins. Respectfully Submitted, Desaree Crane