03/24/1983 - City Council SpecialI .
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SPECIAL CITY COUNCIL MEETING
EAGAN CITY HALL
THURSDAY
MARCH 24, 1983
7:00 P.M.
Roll Call
Fire Department Manpower Request
Personnel Items
City Hall Bids
Brief Discussion Re: Special Assessment Hearings
Volunteer Recognition
History Update
Other Business
Adjournment
MEMO TO: HONORABLE MAYOR & CITY COUNCILMEMBERS
FROM: CITY ADMINISTRATOR HEDGES
DATE: MARCH 22, 1983
SUBJECT: SPECIAL CITY COUNCIL MEETING/MARCH 24, 1983
Attached is an agenda for the Thursday, March 24, 1983 special City Council
meeting. There are several items on the agenda that will require discussion
and action by the City Council. The following 'information referencing
attachments is offered as supportive and background information on the
items.
Fire Department Manpower Request
Fire Chief Childers and District Chiefs Ken Southorn and .Dick Schindeldecker
have attempted to provide information as relevant to the request and justi-
fication for additional volunteer fire fighters. Their request has been
considered at recent City Council meetings. Fire Chief Childers is asking
for time to appear before the City Council to discuss any details desired
by the Council and their justification for additional volunteer fire fighters.
In -a department head setting at a regular meeting, it is hard to anticipate
questions and time does not normally allow for much discussion by the Fire
Department and/or City Council. Enclosed are copies of recent memos that
were presented to the City Council by the Fire Department regarding their
request for additional volunteer fire fighters.
Personnel Items
The City Administrator would like to discuss briefly a number of personnel
items that are listed in a memorandum dated February 23, 1983, entitled
"Personnel Items". The daughter of Mr. Bob Shockley will not be present.
Apparently, they have consulted an attorney, Mr. Jeff Kennedy, and the
City Administrator is working Mr. Kennedy in an effort to work out the
complaint - Mr. Shockley has against the City regarding reorganization of
the Public Works Department in early 1982. Attached is a copy of the memo-
randum entitled "Personnel Items" for your convenience. A copy was
delivered several weeks ago.
City Hall Bids
The City Administrator sent a brief memo and a copy of the bid sheet to
the City Council last week. There are some decisions to be made regarding
alternates that the City Administrator would like to review with the City
Council., Mr. Jack Boarman may or may not be present at the special
meeting.
Special City Council Meeting Memo
March 24, 1983
Page Two
Discussion/Special Assessment Hearings
There were seven (7) special assessment hearings scheduled for the first
meeting in April, April 5, 1983. This action took place at a recent City
Council meeting. Apparently, the City Attorney's office gave a date of
April 4, 1983 to the newspaper as a legal notice for the public hearings.
Because these hearings represent approximately $1,000,000 in assessments,
any delay is expensive to the City. Since the notices have been sent out
and the legal date published, there are two (2) alternatives:
1. To hold the
public
hearings on
Monday, April 4, 1983, and take
final action
at the
April 5, 1983
City Council meeting, or
2, A majority
of the
City Council
could meet and open the public
hearings on
April
4 and then
suspend any further action until
the April 5
meeting.
The City Administrator will discuss the alternatives• in further detail at
the special meeting.
Volunteer Recognition
Two years ago, a volunteer recognition day honoring many of the City's
volunteers was held on a Saturday with a coffee and doughnuts followed
by a bus tour and a lunch. There were presentations made by the Mayor
to each of the volunteers for their contributions: Prior to that, a more
informal volunteer recognition dinner was held ,at the City Hall in the Coun-
cil chambers prior to a comprehensive planning session. If the City Council
would like to sponsor a volunteer recognition sometime this year, whether
it be in the spring, this summer or sometime in the fall, it does take time
to coordinate such an event and the City Administrator should -have ample
notification. Because many people travel to lakeshore cabins or have other
weekend activities during the nice months, May through mid-September is
a difficult time to have a recognition ceremony on a weekend. With the
amount of development that will more than likely occur this spring and
summer, and if a bus tour is desired, this fall might be ideal for touring
the City. More discussion will come this Thursday on this agenda item.
History Update
The City Administrator is planning to provide an update on the progress
relating to the history of Eagan. In other business, if time permits,
direction may be asked on some other smaller items pertaining to the City.
City Administrator
MEMO TO: HONORABLE MAYOR & CITY COUNCILMEMBERS
CITY ADMINISTRATOR HEDGES
FROM: ROBERT CHILDERS, FIRE CHIEF
DATE: FEBRUARY 7, 1983
SUBJECT: REQUEST FOR ADDITIONAL VOLUNTEER FIRE FIGHTERS
There are currently 10 charier members remaining in the department. Nine
of these members will have twenty years service in July. The tenth has
approximately 18-19 years, due to a leave of absence.
Fifteen percent of our entire department will potentially retire .within
six (6) months.
These same members represent 32% of our force at Station #1.
Another member who has been on medical leave will retire very soon,
probably before June. This member plus the above account for. 34%
of the Station #1 force.
• Another member has been transferred to another city and will resign
within 12 months.
This totals approximately 17% of the entire force.
All the officers at Station #1, except Southorn, are potential retirees (with
20 years service) within 1-1/3 years. These in addition to the above
represent 19% of the entire department and 40% of Station #1.
New members are trained extensively:
as basic firefighters
in first aid and rescue techniques (advanced first aid)
and are not accepted for membership until they have spent one entire year
In training and on probation. If we started training TODAY, we would
havea 6 month gap with reduced manpower.
Personnel Profiles
Yrs. of Service
20
19
18
17
16
15
14
13
12
11
2
Sta.
Sta.
Sta.
Total Firefighters
1
2
3
10
10
0
0
2
2
0
0
1
1
0
0
0
0
0
0
1
0
0
1
4 _
1
3
0
2
1
1
0
1
1
0
0
6
1
5
0
3
2
0
1
2
Fire Chief Memo
Page Two
Personnel Profiles (continued)
Yrs. of Service Total Firefighters
10
9
8
7
6
5
4
3
2 or Less
Response Personnel Profile
As of 11/82
Night Available
Day Available
Swing Shift Workers
Sta. Sta. Sta.
= 1 2 3
4
0
4
0
1
0
1
0
3
2
0
1
2
1
1
0
2
0
1
1
5
3
2
0
10
2
2
6
8
2
3
3
4
3
0
1
69
32
23
14
Sta.#1 Sta.#2 Sta.#3
13
17
11
15
2
2
4
4
1
Vehicle Distribution & Number of Firefighters/Vehicle
Station #1 - 2 Pumpers 10 Firefighters
1 Aerial Ladder4-5 Firefighters
1 Rescue 5 Firefighters
Station #2 - 2 Pumpers 10 Firefighters
1 Rescue 5 Firefighters
1 Grass Pump 3-4 Firefighters
Station #3- 1 Pumper 5 Firefighters
1 Pickup 3 Firefighters
1 Tanker 2 Firefighters
The Eagan Fire Department has one of the most complete training programs
in the state for volunteer departments. Because of its extensive nature,
our basic firefighter training lasts almost 6 months. Additional training
to complete advanced first aid requirements is then given to the recruits.
The remainder of the recruits' one year probation period is spent in actual
firefighting under the guidance and watchful eye of more experienced fire-
fighters.
After the recruit has successfully completed all of the above requirements,
new classes are begun to teach pump operation and driving of fire appara-
tus. Special additional training is then required for certain pieces of
equipment, i.e., aerial ladder, etc. -
K
Fire Chief Memo
Page Three
As you can see, there is a lengthy period of time before we have a fully
trained, viable firefighter. Therefore, it is imperative that we maintain
a constant supply of personnel to assure fire protection to the City. We
must begin training now to meet the needs of nex- December and January.
Recruit classes have tended to 'have an attrition rate of about 40% before
their probation period is completed. Because of other commitments/conflicts,
many are unable to continue with the department, so we cannot relay on
all recruits completing training.
The population of Eagan is relatively mobile. Many of our members and
potential members will likely be transferred or take other positions requiring
them to relocate outside of Eagan. This mobility creates a replacement
problem for the department and requires one year plus to train new members.
Eagan
has been called
the "fastest growing" area in the seven
county metro
area.
Our continued
growth
will soon necessitate another
fire station.
It is
imperative that we have
trained men and officers for that
new station.
Our increased and growing population will force us to provide a higher
level of daytime coverage. This will require additional personnel.
Because we are a volunteer organization, a certain level of manning must
be maintained to assure adequate personnel are available to man required
apparatus at any time of the day or night, on weekends, weekdays and
holidays.
In
summary, I
believe
it is in the best interest and safety of the citizens
of
the City of
Eagan
to allow the fire department to immediately expand
to
the 79 member limit
of, the City ordinance for the following reasons:
• Potentially up to 17% of our entire force will retire or leave the depart-
ment within 6-7 months.
• Training of replacements and final acceptance of recruits takes 12
months from start of training.
Station One has the potential to lose all but one officer and 34% of
its personnel by July 1983.
Additional daytime coverage at Stations 2 and 3 is required immediately.
Growth of the city will require an additional fire station very soon.
Additional population means a requirement for higher levels of service
from our department.
Manning must be high enough to ASSURE adequate personnel to man
vehicles.
4
MEMO TO: FIRE CHIEF CHILDERS
FROM: CITY ADMINISTRATOR HEDGES
DATE: FEBRUARY 17, 1983
SUBJECT: REQUEST FOR ADDITIONAL INFORMATION/FIRE DEPARTMENT REQUEST
FOR ADDITIONAL FIRE FIGHTERS
At the regular City
Council meeting held on February 15, 1983,
there was
discussion regarding
your request for
additional volunteer fire
fighters.
The City Council is
extremely appreciative of the report that was
'prepared
and referenced in their council packet.
Action by the City Council was
to continue the item
until the March 1,
1983 City Council meeting
to allow
the Fire Department to provide additional
information:
1. Budgetary impact on both the operating budget and pension
pian if additional fire fighters are added this year.
2. What impact do the additional fire fighters create on the man-
power distribution by shift and station?
The information presented in your memorandum defines the current situation
by listing the personnel profiles. This information should be expanded
to include:
1. Personnel profiles of existing fire fighters and new fighters.
2. Personnel profiles with the assumption that 15% of the entire
department will resign in six months. What will the profile
be including new fire fighters but excluding those who will
more than likely retire? Also, the same manpower distribution
by shift should be determined. A definition of night and day
shifts is an important consideration. There has been some in -
balance in the various shifts and this would help to upgrade
that consideration.
The other item mentioned by the City Council was the budgetary impact.
There may well be no budgetary impact when new fire fighters offset those
who are retiring. There may be some operational expenses in training,
new uniforms and so forth and this should be indicated. If there is an
impact on the pension by substituting the new for those who retire, that
should be indicated. If there is a net change once volunteer fire fighters
change by the replacement of new fire fighters, that should be indicated.
In summary, any additional information you think might be helpful, having
been present for the discussion, should be provided in a memorandum to
me, which is again helpful for consideration by the Council.
I would be more than happy to help you with the gathering of any infor-
mation or review of information once it is compiled and to offer my comments
before it is prepared in final detail for council review.
" � C�� —
ity Admtntstrator
4
MEMO TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS
CITY ADMINISTRATOR HEDGES
FROM: ROBERT L. CHILDERS, FIRE CHIEF
KEN SOUTHORN, DISTRICT CHIEF
DATE: FEBRUARY 25, 1983
SUBJECT: INFORMATION FOR ADDITIONAL FIREFIGHTERS
BUDGETARY IMPACT OF ADDING AN ADDITIONAL TEN (10) FIREFIGHTERS
Expenditures during the 1983 budget period for ten additional fire-
fighters will be relatively small. Following is a listing of prob-
able costs for recruits in 1983.
Per Recruit Costs
- Meeting and Fire Call Pay (6 months) 0 (see note)
Much of the year will be spent in training �.
- Personal Protective Clothing $ 40.00
With the exception of an unusual size require-
ment, I do not anticipate an expenditure for
personal equipment. We have adequate amounts
•of personal equipment from prior retirees and/
or resignations.
- Pagers 0
An adequate supply of pagers exist from resig-
nations and retirees.
- Uniforms 0
None anticipated for recruits in 1983.
- Training aids/text materials 0
Few, if any, additions to our existing library
would be required.
Insurance 0
Workman's Compensation and Death/Dismemberment
Insurance are based upon city population. No
incremental increase
- Pension Cost 727.00
Normal funding to maintain the program.
TOTAL FIRST YEAR COST . . . . . . . . . . . . . . . 767.00
Note: Total pay for fire calls has already been budgeted. The pay
received by the firefighters is merely a division of the previously
budgeted figure.
S
Honorable Mayor and City Councilmembers
Information for Additional Firefighters
February 25, 1983
Page two
As a comparison, it might be beneficial to list all the expenses
which would be incurred per firefighter if we had to start with
no equipment at all.
- Fire call pay (12 months)
- Personal Protective Clothing
- Pager and Charger
- Uniforms (usually 2nd year)
- Pension Cost (normal funding)
- Insurance
TOTAL:
RESPONSE PERSONNEL PROFILE
$ 700.00
400.00
350.00
140.00
727.00
no increase
$2,317.00
Before retirements as of 11/82 -
Station 1
Station 2
Station 3
- Night available
13
17
11
- Day available
15
2
2
- Swing shift workers
4
4
1
Arter retirements (assuming all charter members retire 7/1/83 plus
one 18 -year man) (8 nights 3 days)
- Night available 6 17 11
- Day available 12 2 2
- Swing shift workers 4 4 1
Replacement of retiring firefighters and acceptance of additional
firefighters will be done in such a manner as to provide equitable
staffing, both day and night, for each station. Emphasis will be
placed on Station 2 and 3 days and to a lesser degree, nights at
Station 1.
Applicants currently approved by the 'officers would provide a pro-
file as follows:
b
Station 1
Station 2
Station 3
- Nights
0
0
0
- Days
0
3
4
- Swing Shift
0
0
1
b
Honorable Mayor and City Councilmembers
Information for Additional Firefighters
February 25, 1983
Page three
In view of the City's extremely rapid growth and the obvious need
to�augment our daytime coverage, I feel we must expand the depart-
ment manning level to the,79 member limit of the City ordinance.
The effect upon the department budget wi11 be minimal: $400 for
personal protective equipment and $7,670 (assuming 12 months) for
normal funding of the pension plan. This seems to be a consider-
able bargain for expanded fire and rescue protection to the City.
I believe it is our duty (Fire Department officers and City Coun-
cilmembers) to assure the essential fire/rescue coverage to the
citizens of Eagan.
jach
G
MEMO TO: FIRE CHIEF CIITLDERS
FROM: CITY ADMINISTRATOR IIEDCES
DATE: MARCH 2, L987
SUBJECT: REQUEST FOR ADDITIONAL INFORMATION/ FIRE DEPARTMENT REQUEST FOR ADDI-
TIONAL FIRE FIGHTERS
At the regular City Council meeting held on March 1, 1983, there was again dis-
cussion regarding your request for additional volunteer fire fighters. Ap-
parently, the City Council was under the understanding that the additional fire
fighters were proposed to replace those fire fighters who would be retiring
in the near future. After your explanation, the City Council is aware that
the Fire Department's request is for ten or eleven now volunteer fire fighters
to increase the current base of 68 to 79 which was the number of fire fighters
allowed under the old ordinance.
*. The City Council has continued any further action on the request for additional
fire fighters until the March 15 meeting. Information has been provided by
Fire Department administration regarding the request for additional volunteer
fire fighters. The City Council has mentioned in previous meetings while discus-
sing the pension fund and other Fire Department related issues that any request
for more than 70 volunteer fire fighters would require justification and'a review
by the City Council. The City Council is requesting information that provides
a justification to increase the number of volunteer fire fighters above 70.
This type of request is usual and customary in all departments.
The motion specifically asks for a justification to the number of 79 volunteer
fire fighters and also a list of potential retirees if the same exists in the
Fire Department. Also, the City Administrator was directed to research minutes
and determine what the status is for the number of volunteer fire fighters.
Attached is a memorandumthat outlines the current status relating to the number
of volunteer fire fighters. Information addressing this issue should be compiled
and submitted to the City Administrator no later than Thursday afternoon, March
10, 1987, so the same can be incorporated into the City Council packet that
is hand delivered to the Council memburs for tho purpose of preparing for the
March 15 meeting.
City Administrator
PPA
MEMO TO: FIRE CHIEF CHILDERS
FROM: CITY ADMINISTRATOR HEDGES
DATE: MARCH 6, 1983
SUBJECT: RESEARCH & CLARIFICATION REGARDING NUMBER OF VOLUNTEER
FIRE FIGHTERS AUTHORIZED FOR THE VOLUNTEER FIRE DEPARTMENT
The reason there is confusion regarding the number of volunteer fire fighters
.authorized for the volunteer fire department is due to varying legislative
policy change during the past two years. The following provides a history
of the action that is recorded by the City Council regarding the number
of volunteer fire fighters allowed for the fire department.
The number of fire fighters allowed in the fire department was first
established when the original ordinance was adopted, Ordinance Number
14, which according to Section 14.01 reads as• follows (as amended in 1971):
"There is hereby established in this Town a volunteer Fire Department con-
sisting of 'a Chief, Two (2) . Assistant Chiefs, a Fire Marshal, and not less
than 35 nor more than 75 firemen."
At the December 15, 1981 Council meeting, action was taken that the volun-
teer fire department be directed to add at least ten (10) fire fighters to
the day available list for fire stations numbers two and three and further
that the department staffing not exceed more than 75 fire fighters in compli-
ance with the existing ordinance. Please see Attachment A.
All City ordinances were codified as a result of City Council action to be
effective January 1, 1983. Therefore, according to official City ordinance
in 1983, the number of fire fighters is to be established by resolution of
the City Council. The City Code reads as follows: "A Fire Department
is hereby established. The size and composition (including, but not limited
to, a determination as to permanent and volunteer members) shall be
established by resolution of the Council, which may be changed from time
to time by a subsequent resolution."
The City Council, by its adoption of the new pension plan for all volunteer
fire fighters, established the number of volunteer fire fighters at 70. It
was the' understanding of the City Council that all conditions set forth
in the pension plan were to be honored by both the City Council and volun-
teer fire fighters for a period of five years with the exception of the number
of volunteer fire fighters. It has been stated by the City Council that
if the fire department can provide adequate justification, the number of
fire fighters, for some number greater than 70, could be increased by the
City Council.
This memorandum attempts to provide clarification to the various City Council
actions that have transpired regarding the number of volunteer fire fighters
approved for the volunteer fire department.
s/Thomas L. Hedges
City A mtntstrator
3
td�.y�S
MINUTES OF A REGULAR MEETING OF TRE EAGAN CITY COUNCIL
EAGAN, MINNESOTA
DECEMBER 15, 1981
A regular meeting of the Eagan City Council was held on Tuesday, December
15, 1981 at 6:30 p.m. at the Eagan City Hall. All members were present. Also
present were City Administrator Hedges, Public Works Director Colbert and City
Attorney Hauge.
AGENDA
Upon motion by Smith, seconded Egan, it was resolved that the Agenda be
approved with the understanding that the hearing on Project 0247 will be
continued until about 9:30 P.M. All voted yes.
MINUTES
1. December 1, 1981 regular meeting. Upon motion by Egan, seconded
Smith, it was resolved that the Minutes be approved with exception on page 2,
that gravel pit permit renewals were continued until the following meeting.
All voted in favor.
2. November 19L 1981 special Council meeting. Smith moved, Wachter
seconded the motion to .approve the Minutes. All voted in favor.
FIRE DEPARTMENT
Chief Robert Childers was present.
1. Fire Awards. Childers indicated that three Fire Department members
have received awards and the Council acknowledged recognition of'the awards.
2. :Additional Firefighters. Chief Childers then recommended to the
Council that nine (9) additional firefighters be added to the Fire Department
and outlined the availability for days and nights at the three stations. He
noted that the objective is to intend to acquire additional firefighters for
daytime duty because of the small numbers of firefighters available during
that time in each of the Fire Stations. Councilmembers suggested that the
Fire Department compare the numbers of firefighters in Eagan with other coc-
munities and suggested that per capita, Eagan has a high ratio of fire mem-
bers. They also discussed the Fire Department Ordinance which provides for a
maximum of 75 firefighters, plus the Chief and Assistant Chiefs and the pos-
sible need for By -Law change in the event that the number is increased abo•:e
75. Councilman Parranto stated that the Fire Department would have more
members than authorized if additional members are added; that there are sore
severe budgetary problems incurred by the City and additional costs may not be
warranted and that the City of Eagan may have more firef!ghters per capita
than other fire departments. in the metropolitan area. Parranto then moved
that the Volunteer Fire Department be directed to add at least ten (10)
4 1
F,
Council Minutes
December 15, 1981
^
No r
1 �;,, J -0
firemen ,to the day -available list for Fire Stations P2 and #3, and further,
that the department staffing not exceed more than 75 firefighters in compli-
ance.with the existing ordinance. Smith seconded the motion. It was sug-
gested that existing fire members be reassigned to day -available duty. Coun-
cilman Wachter suggested deferring the issue until further study, including
availablility of financing and exact information on the numbers of fire-
fighters. All members voted in favor, except Wachter who voted no.
3• Training Acadamy. Wachter moved, Parranto seconded the motion to
accept the recommendation of the Fire Chief that five (5) firefig
authorized to attend the Mankato Area Vo -Tech School for Federal Emergency hters be
Management Agency Seminar on January 16 and 17, 1981 noting however, that the
Fire Department may be requested to cut its budget in the very near future.
All vote¢ in favor.
PARK DEPARTMENT
Park Director, Ken Vraa was present.
1. Johnny Cake Ridge Road snowmobiling. Mr. Vraa recommended that the
City Council consider utilizing the east side of Johnny Cake Ridge Road for
snowmobiling for access to the Dakota County Park. His Memorandum of November
30, 1981 outlined the request of the Snowmobile Club and the Park. Committee's
recommendation. Smith moved, Wachter seconded the motion to accept the recom-
mendation and authorize the snowmobile trail on the east side of Johnny Cake
Ridge Road. All voted yea.
2. High Line Trail. The Committee, at the request of the Snowmobile
Club is also recommending that the High Line Trail from Rahn Road to Pilot
Knob Road be posted for motorized vehicles and that a trail be provided next
to the bituminus trail for snowmobiling. Smith moved, Wachter seconded the
motion to designate a snowmobiling trail along the High Line Trail and that
the Park Department be directed to designate the trail in compliance with the
City regulations. All voted in favor.
S
2
MEMO TO: HONORABLE MAYOR & CITY COUNCILMEMBERS
FROM: DISTRICT CHIEF KEN SOUTHORN
DATE: MARC11' 8, 1983
SUBJECT: CITY'COUNCIL REQUEST FOR FURTHER INFORMATION:
ADDITIONAL FIREFIGHTERS/POTENTIAL RETIREES
At the March 1, 1983 regular City Council meeting, further information was re-
quested justifying additional firefighters and relating to the potential number
of retirees this summer. Following is the rationale upon which our recommenda-
tion for 79 firefighters is based.
The attached chart displays' the Fire Department standard alarms depicting vehi-
cles and manpower responding to emergencies in the City. Please note that these
figures reflect standard responses; major involvements require us to utilize
additional personnel and .equipment. The response chart does NOT include addi-
tional personnel retained at the station(s) to handle subsequent alarms occurring
prior to completion of the initial alarm. The average personnel response numbers
were calculated from October and November 1982 fire reports. Total department
manning at that time was 69.
As the chart shows, we are adequately manned to respond to relatively minor
incidents (requiring 'only a few firefighters) at any time. Manning is barely
adequate on weekends and nights to man the prescribed vehicles for a structure
fire. There are not enough firefighters to also maintain a standby crew for
a possible second alarm.
Weekdays from 0600 to 1800 hours present an even more critical situation, average
personnel response during this time period is inadequate to man even the minimum
prescribed vehicles for a structure fire. Six more firefighters are required
for a single family dwelling and up to 13 additional firefighters are required
to respond the minimum prescribed vehicles for a commercial structure. Since
all our members cannot be aviaLable 100% of the time, the real number of person-
nel required to assure proper response is 8 to 17 (assuming 75% of members are
available).
Mutual aid response to surrounding communities during daytime hours will remove
a minimum of 2-5 firefighters for extended periods of time. This situation
can compound an already critical firefighter shortage.
Again, we respectfully request the council to pass a resolution increasing the
maximum number of firefighters to the previous City ordinance level of 79.
The increased personnel will initially be concentrated in Stations 2 and 3 for
day response. The Fire Department administration will continue to strive for
an equally distributed force for day and night emergency response. The growth
of the City's residences and proposed commercial structures make it imperative
that we increase our daytime personnel immediately. The citizens of Eagan and
the hundreds of people work in the City must be assured of adequate fire and
rescue protection.
9
Additional Firefighter Memo
March 8, 1983
Page Two
The second concern of the Council related to the number of potential retirees
through JuLy or August L983. There are twelve firefighters with greater than
17 years of service. Following is a representation of probable retirements
by September 1983. q, •.a •,.
// of Firefighters Probability of Retirement
5 95%-100%
2 70%
5 18—year veterans have already retired.
The remaining charter/Long term personnel have not indicated an intention of
retiring at this time. I would not, however, rule out the retirement of 1 or
2 other vested firefigters.
Respectfully submitted,
Ken Southern
District Chief
n
7
M
n � i
EAGAN FIRE DEPARTMENT - ALARM RESPONSE
Total Required
to man all vehicles
= 47. Does NOT
include chief
officers (3).
AVERAGE PERSONNEL RESPONSE (October, November 1982)
Station:
#1
VEIIICLE
p3
I COMMERCIALI
AUTO
1
TYPE!
CRASS -ZONE!
DUMPSTER
I STRUCTURE
I SCHOOL APTI
EMS
I ACCIDENT
I MUTUAL AID I
ZONEI
A B C D
A B C D
! A B C D
I A B C D
I ABCD
A B C D
! !
! STATION 1
I 33181-5
I
15
1 5 5 5 5
I 5�5 5 5
I
15
(Will draw a minimum I
! 33182-5
15 5
I
! 5 5
I
I
Iof firefighters I
33180-4
I
I
I
1 5 5 5 5
m a
a given station]
33190-5
!
15
! 5 5
! 5 5
15
15 5
!from
19
I
I
!
I
I
I
I
I
I
I
I
I
! I
I I
STATION II
I
!
I
I
I
I
I I
33281-5
15
5
5 5 5 I
5
I 5
! I
33282-5
I
5-
I 5
1 5 5
33290-5
I
I 5 I
5 5
15 5
I 5 I
5 5!
I
33294-3 !
3 3 I
I
I
I I
I I
1a
I
!
I
I
I
I
I
!
STATION IIII
I
I
!
I
!
!
33381-5 I
55 !
55 I
5555 I
5555
33392-3 13
3 3 !
3 3 I
I
I
3 3 !
3 3 !
I
33395-2 I
I
I
2!
2 I
I
I
I
10 I
8 13
10 8
25 25 1
30 30
5 3
10 13
!
8 11 I
10 8 I
25 27 I
30 32 I
5 3 !
10 13 I
!
Total Required
to man all vehicles
= 47. Does NOT
include chief
officers (3).
AVERAGE PERSONNEL RESPONSE (October, November 1982)
Station:
#1
#2
p3
Total
Days
1
5
4
19
These figures do
Nights
15
9
8
32
not reflect
W.E. 6 Holidays
16
7
7
30
chief officers.
MEMO TO: KEN SOUTIIORN, FIRE DEPAwr,, :NT RELIEF ASSOCIATIOPI I'Ei`I IOi7
C0� IPI I T'iliE
FROM: CITY ADMINISTRATOR 111-MCE S
DATE: DECEMBER 2, 1982
SUBJECT: VOLUNTEER FIRE DEPARTMENT RELIEF ASSOCIATION RETIREMENT
PENSION PROPOSAL
The City Council is proposing the following benefit changes and
increases to the current retirement pension pian.
1. Lump sum upon completing 20 years of service is $30,000
or the equivalent monthly benefit option of $200.00.
2. The City's contribution for 1982 and 1983 is 865,000 oer
year. Each contribution thereafter will be at a level r
necessary to retire the unfunded deficit prior to December `
31, 1981 but in no event will exceed $65,000 per year,
adjusted by 7"/ compounded annually for the remaining years.
3. For present forecasting purposes the increase for state_
aid allocations will be'based yearly on a 7% factor.
4. The number of volunteer firefighters is 70. This number
is subject to change by the City Council upon demonstrating
the need for additional personnel. .
5. Effective with the next pension increase, all pension
amounts will be determined 'on a pro: rata basis for the
years of service within each pension increment.
6. This proposal covers the period January 1, 1983 through
December 31, 1987. .
Fi
I� 1
MEMO TO: HONORABLE MAYOR & CITY COUNCILMEMBERS
FROM: CITY ADMINISTRATOR HEDGES
DATE: FEBRUARY 23, 1983
SUBJECT: PERSONNEL ITEMS
There are a number of items which are personnel related that require
coordination by the City Administrator and will require action by the City
Council. Since several of these items are policy issues, it seemed appropri-
ate to outline some background on each of the items so the' City Council
can determine whether certain items should be delegated to the Personnel
Committee for further review and study or if the City Council desires a
workshop to address all' -the items. Obviously, a combination Personnel
Committee meeting with a follow up City Council workshop is a viable choice
for reviewing these items.
Chief of Police
I am expecting a resignation from our Chief of Police, Martin DesLauriers,
within the next week to two weeks. More than likely, Martin will give
the City approximately 60 days notice which extends his period of time thrash
the month of April. It will be necessary to:
1. Review the police administration organizational schedule and
determine whether the City wants to further consider any change
in the current organization;
2. It will be necessary to consider the recruitment of a new Chief
of Police;
3. It will be necessary to appoint an acting Chief of Police in
the absence of Chief of Police DesLauriers, assuming that his
replacement will not be hired by May 1, 1983.
Police Dispatchers Report
The police dispatchers report was completed in 1982. This report was pre-
sented during the budgetary considerations in late summer/early fall when
the 1983 budget was being developed. There was no action taken on the
report at that. time. If the report was conclusive and there should be
no further study given to a reorganization of the police dispatchers, then
the report will be filed indefinitely. If there is to be any further con-
sideration on reorganization of the dispatchers, the report should be further
evaluated by either the Personnel Committee or the City Council as a whole.
Insurance Committee
As a part of the recent contract negotiations, reactivation of the insurance
committee after a four year absence was approved. The insurance committee
has been meeting on a weekly basis for approximately four weeks and is
represented by two to three employees of each bargaining unit. The bar-
gaining units are as follows: police sworn officers, police dispatchers,
Personnel Items Memo
February 23, 1983
Page Two
office/clerical, public works & park maintenance, and all other non-union
and management employees. The Finance Director was asked to chair the
committee meetings and coordinate all information pertaining to any change
in a health insurance program. The Director of Finance was the logical
person to chair the meetings due to the fact that one of his work functions
is coordination of the health insurance program. A number of issues have
been reviewed and it looks as though the bottom line will be for the City
to either join the Hennepin County health insurance program which offers
many choices in health insurance such as fee for service and various HMO
equivalent packages or continue with the MSI fee for service and offer one
equivalent HMO type option to employees. In any event, more than one
option is being strongly discouraged due to the fact our group is small
in size and the cost could be astronomical. The City Administrator has
asked that the insurance committee prepare a final report of their findings
and present the same to him for review. This report will be presented
to the City Administrator and then to the City Council for final consideration.
The reactivation of the insurance committee has been a good experience
for those employees who have participated as representatives of their bar-
gaining groups. Oftentimes, employees tend to become disgruntled about
a particular benefit of which they are the recipient, and after having the
opportunity to compare that benefit with other similar plans. and benefits,
particularly as it relates to health insurance, they have a much better
understanding and appreciation for the health insurance program which
is being offered to the City. The need for a whole variety of plans has
diminished.
City Planner/Dale Runkle
The City Administrator, as a result of the salary discussions for all non-
union and management personnel, has held several meetings with Dale Runkle
in an effort to perform an employee evaluation as it relates to his position
and his responsibility to that. position. The concerns that were expressed
the night of the employee evaluation and salary compensation recommenda-
tions meeting by the City Council and City Administrator were reviewed
with Mr. Runkle. The City Administrator has outlined some changes and
responsibilities that are required of Mr. Runkle if he is to improve his
salary compensation with the City. It was difficult at first. for Mr. Runkle
to receive the constructive criticism and employee evaluation. However,
since the initial discussion which followed approximately a week after the
January City Council meeting with the City Administrator, Mr. Runkle has
accepted the criticism and shown a great deal of positive attitude toward
improving upon various levels of expectations required by the City Council
and City Administrator. Mr. Runkle is providing a written response to
a number of questions that the City Administrator has outlined and there
will be a report forthcoming in the near future so the City Council can
again review his compensation plan.
Personnel Items Memo
February 23, 1983
Page Three
Employee Contracts
There are four (4) union contracts. The first contract with public works
and parks maintenance, as previously stated, is starting the second year
of a two year contract. The 'police sworri,''°officers contract was approved
by the City Council in January for a one year contract and is finalized
as it relates to execution of the contract. The police dispatchers and office
clerical is another story. The City Administrator presented the business
agent with a counter proposal from the City Council in late December.
With the exception of one additional issue to be addressed for the police
dispatchers during January, the City Administrator has not been contacted
by the business agent for any future negotiations. A letter was sent in
early February by the City Administrator to the business agent and copied
to both union stewards stating that all negotiations on behalf of the City
of Eagan and any counter proposals have been made and that we are waiting
in good faith negotiations for a counter response from the two union groups.
1 specifically inform the City Council of this action because it has been
over two months and the next move on the part of the unions is expected
from the business agent.
Impact of PERA
The impact on the net take home for City employees as a result of the 2%
add on for PERA is significant. Most employees who received an increase
from 1982 to 1983 have realized a net reduction in take home salaries in
1983 compared to 1982. With the increase in salary, there is more money
withheld for state and federal and FICA and then a 2% off the net for PERA.
The Director of Finance is preparing some examples of salaries to show
the comparison from 1982 to 1983• The City Administrator felt that the
City Council should be aware of the impact the legislation has caused on
its City employee group.
Bob Shockley
The City Council has not held a special City Council meeting in the last
two months that would have been conducive to meeting Mr. Shockley's
daughter to discuss in further detail his status with the City of Eagan.
The City Council has previously agreed to meet with Mr. Shockley's daughter
and explain the reasons why there was reorganization in the Public Works
Department.. It is necessary that the City Administrator establish that
meeting date, possibly in conjunction with the special City Council workshop
session.
Summary
As you can see, there are a number of issues that relate to personnel that.
must be discussed in the near future. The City Administrator will address
the City Council at either a regular meeting or an upcoming special work-
shop session so it can be determined procedurally how each of the issues
should be dealt with that require either Personnel Committee or City Council
attention.
F
City A ministrator
I .
2.
3.
4.
5.
6.
7.
8.
9.
SPECIAL CITY COUNCIL MEETING
EAGAN CITY HALL
THURSDAY
MARCH 24, 1983
7:00 P.M.
Roll Call
Fire Department Manpower Request
Personnel Items
City Hall Bids
Brief Discussion Re: Special Assessment Hearings
Volunteer Recognition
History Update
Other Business
Adjournment
MEMO TO: HONORABLE MAYOR & CITY COUNCILMEMBERS
FROM: CITY ADMINISTRATOR HEDGES
DATE: MARCH 22, 1983
SUBJECT: SPECIAL CITY COUNCIL MEETING/MARCH 24, 1983
Attached is an agenda for the Thursday, March 24, 1983 special City Council
meeting. There are several items on the agenda that will require discussion
and action by the City Council. The following 'information referencing
attachments is offered as supportive and background information on the
items.
Fire Department Manpower Request
Fire Chief Childers and District Chiefs Ken Southorn and .Dick Schindeldecker
have attempted to provide information as relevant to the request and justi-
fication for additional volunteer fire fighters. Their request has been
considered at recent City Council meetings. Fire Chief Childers is asking
for time to appear before the City Council to discuss any details desired
by the Council and their justification for additional volunteer fire fighters.
In -a department head setting at a regular meeting, it is hard to anticipate
questions and time does not normally allow for much discussion by the Fire
Department and/or City Council. Enclosed are copies of recent memos that
were presented to the City Council by the Fire Department regarding their
request for additional volunteer fire fighters.
Personnel Items
The City Administrator would like to discuss briefly a number of personnel
items that are listed in a memorandum dated February 23, 1983, entitled
"Personnel Items". The daughter of Mr. Bob Shockley will not be present.
Apparently, they have consulted an attorney, Mr. Jeff Kennedy, and the
City Administrator is working Mr. Kennedy in an effort to work out the
complaint - Mr. Shockley has against the City regarding reorganization of
the Public Works Department in early 1982. Attached is a copy of the memo-
randum entitled "Personnel Items" for your convenience. A copy was
delivered several weeks ago.
City Hall Bids
The City Administrator sent a brief memo and a copy of the bid sheet to
the City Council last week. There are some decisions to be made regarding
alternates that the City Administrator would like to review with the City
Council., Mr. Jack Boarman may or may not be present at the special
meeting.
Special City Council Meeting Memo
March 24, 1983
Page Two
Discussion/Special Assessment Hearings
There were seven (7) special assessment hearings scheduled for the first
meeting in April, April 5, 1983. This action took place at a recent City
Council meeting. Apparently, the City Attorney's office gave a date of
April 4, 1983 to the newspaper as a legal notice for the public hearings.
Because these hearings represent approximately $1,000,000 in assessments,
any delay is expensive to the City. Since the notices have been sent out
and the legal date published, there are two (2) alternatives:
1. To hold the
public
hearings on
Monday, April 4, 1983, and take
final action
at the
April 5, 1983
City Council meeting, or
2, A majority
of the
City Council
could meet and open the public
hearings on
April
4 and then
suspend any further action until
the April 5
meeting.
The City Administrator will discuss the alternatives• in further detail at
the special meeting.
Volunteer Recognition
Two years ago, a volunteer recognition day honoring many of the City's
volunteers was held on a Saturday with a coffee and doughnuts followed
by a bus tour and a lunch. There were presentations made by the Mayor
to each of the volunteers for their contributions: Prior to that, a more
informal volunteer recognition dinner was held ,at the City Hall in the Coun-
cil chambers prior to a comprehensive planning session. If the City Council
would like to sponsor a volunteer recognition sometime this year, whether
it be in the spring, this summer or sometime in the fall, it does take time
to coordinate such an event and the City Administrator should -have ample
notification. Because many people travel to lakeshore cabins or have other
weekend activities during the nice months, May through mid-September is
a difficult time to have a recognition ceremony on a weekend. With the
amount of development that will more than likely occur this spring and
summer, and if a bus tour is desired, this fall might be ideal for touring
the City. More discussion will come this Thursday on this agenda item.
History Update
The City Administrator is planning to provide an update on the progress
relating to the history of Eagan. In other business, if time permits,
direction may be asked on some other smaller items pertaining to the City.
City Administrator
MEMO TO: HONORABLE MAYOR & CITY COUNCILMEMBERS
CITY ADMINISTRATOR HEDGES
FROM: ROBERT CHILDERS, FIRE CHIEF
DATE: FEBRUARY 7, 1983
SUBJECT: REQUEST FOR ADDITIONAL VOLUNTEER FIRE FIGHTERS
There are currently 10 charier members remaining in the department. Nine
of these members will have twenty years service in July. The tenth has
approximately 18-19 years, due to a leave of absence.
Fifteen percent of our entire department will potentially retire .within
six (6) months.
These same members represent 32% of our force at Station #1.
Another member who has been on medical leave will retire very soon,
probably before June. This member plus the above account for. 34%
of the Station #1 force.
• Another member has been transferred to another city and will resign
within 12 months.
This totals approximately 17% of the entire force.
All the officers at Station #1, except Southorn, are potential retirees (with
20 years service) within 1-1/3 years. These in addition to the above
represent 19% of the entire department and 40% of Station #1.
New members are trained extensively:
as basic firefighters
in first aid and rescue techniques (advanced first aid)
and are not accepted for membership until they have spent one entire year
In training and on probation. If we started training TODAY, we would
havea 6 month gap with reduced manpower.
Personnel Profiles
Yrs. of Service
20
19
18
17
16
15
14
13
12
11
2
Sta.
Sta.
Sta.
Total Firefighters
1
2
3
10
10
0
0
2
2
0
0
1
1
0
0
0
0
0
0
1
0
0
1
4 _
1
3
0
2
1
1
0
1
1
0
0
6
1
5
0
3
2
0
1
2
Fire Chief Memo
Page Two
Personnel Profiles (continued)
Yrs. of Service Total Firefighters
10
9
8
7
6
5
4
3
2 or Less
Response Personnel Profile
As of 11/82
Night Available
Day Available
Swing Shift Workers
Sta. Sta. Sta.
= 1 2 3
4
0
4
0
1
0
1
0
3
2
0
1
2
1
1
0
2
0
1
1
5
3
2
0
10
2
2
6
8
2
3
3
4
3
0
1
69
32
23
14
Sta.#1 Sta.#2 Sta.#3
13
17
11
15
2
2
4
4
1
Vehicle Distribution & Number of Firefighters/Vehicle
Station #1 - 2 Pumpers 10 Firefighters
1 Aerial Ladder4-5 Firefighters
1 Rescue 5 Firefighters
Station #2 - 2 Pumpers 10 Firefighters
1 Rescue 5 Firefighters
1 Grass Pump 3-4 Firefighters
Station #3- 1 Pumper 5 Firefighters
1 Pickup 3 Firefighters
1 Tanker 2 Firefighters
The Eagan Fire Department has one of the most complete training programs
in the state for volunteer departments. Because of its extensive nature,
our basic firefighter training lasts almost 6 months. Additional training
to complete advanced first aid requirements is then given to the recruits.
The remainder of the recruits' one year probation period is spent in actual
firefighting under the guidance and watchful eye of more experienced fire-
fighters.
After the recruit has successfully completed all of the above requirements,
new classes are begun to teach pump operation and driving of fire appara-
tus. Special additional training is then required for certain pieces of
equipment, i.e., aerial ladder, etc. -
K
Fire Chief Memo
Page Three
As you can see, there is a lengthy period of time before we have a fully
trained, viable firefighter. Therefore, it is imperative that we maintain
a constant supply of personnel to assure fire protection to the City. We
must begin training now to meet the needs of nex- December and January.
Recruit classes have tended to 'have an attrition rate of about 40% before
their probation period is completed. Because of other commitments/conflicts,
many are unable to continue with the department, so we cannot relay on
all recruits completing training.
The population of Eagan is relatively mobile. Many of our members and
potential members will likely be transferred or take other positions requiring
them to relocate outside of Eagan. This mobility creates a replacement
problem for the department and requires one year plus to train new members.
Eagan
has been called
the "fastest growing" area in the seven
county metro
area.
Our continued
growth
will soon necessitate another
fire station.
It is
imperative that we have
trained men and officers for that
new station.
Our increased and growing population will force us to provide a higher
level of daytime coverage. This will require additional personnel.
Because we are a volunteer organization, a certain level of manning must
be maintained to assure adequate personnel are available to man required
apparatus at any time of the day or night, on weekends, weekdays and
holidays.
In
summary, I
believe
it is in the best interest and safety of the citizens
of
the City of
Eagan
to allow the fire department to immediately expand
to
the 79 member limit
of, the City ordinance for the following reasons:
• Potentially up to 17% of our entire force will retire or leave the depart-
ment within 6-7 months.
• Training of replacements and final acceptance of recruits takes 12
months from start of training.
Station One has the potential to lose all but one officer and 34% of
its personnel by July 1983.
Additional daytime coverage at Stations 2 and 3 is required immediately.
Growth of the city will require an additional fire station very soon.
Additional population means a requirement for higher levels of service
from our department.
Manning must be high enough to ASSURE adequate personnel to man
vehicles.
4
MEMO TO: FIRE CHIEF CHILDERS
FROM: CITY ADMINISTRATOR HEDGES
DATE: FEBRUARY 17, 1983
SUBJECT: REQUEST FOR ADDITIONAL INFORMATION/FIRE DEPARTMENT REQUEST
FOR ADDITIONAL FIRE FIGHTERS
At the regular City
Council meeting held on February 15, 1983,
there was
discussion regarding
your request for
additional volunteer fire
fighters.
The City Council is
extremely appreciative of the report that was
'prepared
and referenced in their council packet.
Action by the City Council was
to continue the item
until the March 1,
1983 City Council meeting
to allow
the Fire Department to provide additional
information:
1. Budgetary impact on both the operating budget and pension
pian if additional fire fighters are added this year.
2. What impact do the additional fire fighters create on the man-
power distribution by shift and station?
The information presented in your memorandum defines the current situation
by listing the personnel profiles. This information should be expanded
to include:
1. Personnel profiles of existing fire fighters and new fighters.
2. Personnel profiles with the assumption that 15% of the entire
department will resign in six months. What will the profile
be including new fire fighters but excluding those who will
more than likely retire? Also, the same manpower distribution
by shift should be determined. A definition of night and day
shifts is an important consideration. There has been some in -
balance in the various shifts and this would help to upgrade
that consideration.
The other item mentioned by the City Council was the budgetary impact.
There may well be no budgetary impact when new fire fighters offset those
who are retiring. There may be some operational expenses in training,
new uniforms and so forth and this should be indicated. If there is an
impact on the pension by substituting the new for those who retire, that
should be indicated. If there is a net change once volunteer fire fighters
change by the replacement of new fire fighters, that should be indicated.
In summary, any additional information you think might be helpful, having
been present for the discussion, should be provided in a memorandum to
me, which is again helpful for consideration by the Council.
I would be more than happy to help you with the gathering of any infor-
mation or review of information once it is compiled and to offer my comments
before it is prepared in final detail for council review.
" � C�� —
ity Admtntstrator
4
MEMO TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS
CITY ADMINISTRATOR HEDGES
FROM: ROBERT L. CHILDERS, FIRE CHIEF
KEN SOUTHORN, DISTRICT CHIEF
DATE: FEBRUARY 25, 1983
SUBJECT: INFORMATION FOR ADDITIONAL FIREFIGHTERS
BUDGETARY IMPACT OF ADDING AN ADDITIONAL TEN (10) FIREFIGHTERS
Expenditures during the 1983 budget period for ten additional fire-
fighters will be relatively small. Following is a listing of prob-
able costs for recruits in 1983.
Per Recruit Costs
- Meeting and Fire Call Pay (6 months) 0 (see note)
Much of the year will be spent in training �.
- Personal Protective Clothing $ 40.00
With the exception of an unusual size require-
ment, I do not anticipate an expenditure for
personal equipment. We have adequate amounts
•of personal equipment from prior retirees and/
or resignations.
- Pagers 0
An adequate supply of pagers exist from resig-
nations and retirees.
- Uniforms 0
None anticipated for recruits in 1983.
- Training aids/text materials 0
Few, if any, additions to our existing library
would be required.
Insurance 0
Workman's Compensation and Death/Dismemberment
Insurance are based upon city population. No
incremental increase
- Pension Cost 727.00
Normal funding to maintain the program.
TOTAL FIRST YEAR COST . . . . . . . . . . . . . . . 767.00
Note: Total pay for fire calls has already been budgeted. The pay
received by the firefighters is merely a division of the previously
budgeted figure.
S
Honorable Mayor and City Councilmembers
Information for Additional Firefighters
February 25, 1983
Page two
As a comparison, it might be beneficial to list all the expenses
which would be incurred per firefighter if we had to start with
no equipment at all.
- Fire call pay (12 months)
- Personal Protective Clothing
- Pager and Charger
- Uniforms (usually 2nd year)
- Pension Cost (normal funding)
- Insurance
TOTAL:
RESPONSE PERSONNEL PROFILE
$ 700.00
400.00
350.00
140.00
727.00
no increase
$2,317.00
Before retirements as of 11/82 -
Station 1
Station 2
Station 3
- Night available
13
17
11
- Day available
15
2
2
- Swing shift workers
4
4
1
Arter retirements (assuming all charter members retire 7/1/83 plus
one 18 -year man) (8 nights 3 days)
- Night available 6 17 11
- Day available 12 2 2
- Swing shift workers 4 4 1
Replacement of retiring firefighters and acceptance of additional
firefighters will be done in such a manner as to provide equitable
staffing, both day and night, for each station. Emphasis will be
placed on Station 2 and 3 days and to a lesser degree, nights at
Station 1.
Applicants currently approved by the 'officers would provide a pro-
file as follows:
b
Station 1
Station 2
Station 3
- Nights
0
0
0
- Days
0
3
4
- Swing Shift
0
0
1
b
Honorable Mayor and City Councilmembers
Information for Additional Firefighters
February 25, 1983
Page three
In view of the City's extremely rapid growth and the obvious need
to�augment our daytime coverage, I feel we must expand the depart-
ment manning level to the,79 member limit of the City ordinance.
The effect upon the department budget wi11 be minimal: $400 for
personal protective equipment and $7,670 (assuming 12 months) for
normal funding of the pension plan. This seems to be a consider-
able bargain for expanded fire and rescue protection to the City.
I believe it is our duty (Fire Department officers and City Coun-
cilmembers) to assure the essential fire/rescue coverage to the
citizens of Eagan.
jach
G
MEMO TO: FIRE CHIEF CIITLDERS
FROM: CITY ADMINISTRATOR IIEDCES
DATE: MARCH 2, L987
SUBJECT: REQUEST FOR ADDITIONAL INFORMATION/ FIRE DEPARTMENT REQUEST FOR ADDI-
TIONAL FIRE FIGHTERS
At the regular City Council meeting held on March 1, 1983, there was again dis-
cussion regarding your request for additional volunteer fire fighters. Ap-
parently, the City Council was under the understanding that the additional fire
fighters were proposed to replace those fire fighters who would be retiring
in the near future. After your explanation, the City Council is aware that
the Fire Department's request is for ten or eleven now volunteer fire fighters
to increase the current base of 68 to 79 which was the number of fire fighters
allowed under the old ordinance.
*. The City Council has continued any further action on the request for additional
fire fighters until the March 15 meeting. Information has been provided by
Fire Department administration regarding the request for additional volunteer
fire fighters. The City Council has mentioned in previous meetings while discus-
sing the pension fund and other Fire Department related issues that any request
for more than 70 volunteer fire fighters would require justification and'a review
by the City Council. The City Council is requesting information that provides
a justification to increase the number of volunteer fire fighters above 70.
This type of request is usual and customary in all departments.
The motion specifically asks for a justification to the number of 79 volunteer
fire fighters and also a list of potential retirees if the same exists in the
Fire Department. Also, the City Administrator was directed to research minutes
and determine what the status is for the number of volunteer fire fighters.
Attached is a memorandumthat outlines the current status relating to the number
of volunteer fire fighters. Information addressing this issue should be compiled
and submitted to the City Administrator no later than Thursday afternoon, March
10, 1987, so the same can be incorporated into the City Council packet that
is hand delivered to the Council memburs for tho purpose of preparing for the
March 15 meeting.
City Administrator
PPA
MEMO TO: FIRE CHIEF CHILDERS
FROM: CITY ADMINISTRATOR HEDGES
DATE: MARCH 6, 1983
SUBJECT: RESEARCH & CLARIFICATION REGARDING NUMBER OF VOLUNTEER
FIRE FIGHTERS AUTHORIZED FOR THE VOLUNTEER FIRE DEPARTMENT
The reason there is confusion regarding the number of volunteer fire fighters
.authorized for the volunteer fire department is due to varying legislative
policy change during the past two years. The following provides a history
of the action that is recorded by the City Council regarding the number
of volunteer fire fighters allowed for the fire department.
The number of fire fighters allowed in the fire department was first
established when the original ordinance was adopted, Ordinance Number
14, which according to Section 14.01 reads as• follows (as amended in 1971):
"There is hereby established in this Town a volunteer Fire Department con-
sisting of 'a Chief, Two (2) . Assistant Chiefs, a Fire Marshal, and not less
than 35 nor more than 75 firemen."
At the December 15, 1981 Council meeting, action was taken that the volun-
teer fire department be directed to add at least ten (10) fire fighters to
the day available list for fire stations numbers two and three and further
that the department staffing not exceed more than 75 fire fighters in compli-
ance with the existing ordinance. Please see Attachment A.
All City ordinances were codified as a result of City Council action to be
effective January 1, 1983. Therefore, according to official City ordinance
in 1983, the number of fire fighters is to be established by resolution of
the City Council. The City Code reads as follows: "A Fire Department
is hereby established. The size and composition (including, but not limited
to, a determination as to permanent and volunteer members) shall be
established by resolution of the Council, which may be changed from time
to time by a subsequent resolution."
The City Council, by its adoption of the new pension plan for all volunteer
fire fighters, established the number of volunteer fire fighters at 70. It
was the' understanding of the City Council that all conditions set forth
in the pension plan were to be honored by both the City Council and volun-
teer fire fighters for a period of five years with the exception of the number
of volunteer fire fighters. It has been stated by the City Council that
if the fire department can provide adequate justification, the number of
fire fighters, for some number greater than 70, could be increased by the
City Council.
This memorandum attempts to provide clarification to the various City Council
actions that have transpired regarding the number of volunteer fire fighters
approved for the volunteer fire department.
s/Thomas L. Hedges
City A mtntstrator
3
td�.y�S
MINUTES OF A REGULAR MEETING OF TRE EAGAN CITY COUNCIL
EAGAN, MINNESOTA
DECEMBER 15, 1981
A regular meeting of the Eagan City Council was held on Tuesday, December
15, 1981 at 6:30 p.m. at the Eagan City Hall. All members were present. Also
present were City Administrator Hedges, Public Works Director Colbert and City
Attorney Hauge.
AGENDA
Upon motion by Smith, seconded Egan, it was resolved that the Agenda be
approved with the understanding that the hearing on Project 0247 will be
continued until about 9:30 P.M. All voted yes.
MINUTES
1. December 1, 1981 regular meeting. Upon motion by Egan, seconded
Smith, it was resolved that the Minutes be approved with exception on page 2,
that gravel pit permit renewals were continued until the following meeting.
All voted in favor.
2. November 19L 1981 special Council meeting. Smith moved, Wachter
seconded the motion to .approve the Minutes. All voted in favor.
FIRE DEPARTMENT
Chief Robert Childers was present.
1. Fire Awards. Childers indicated that three Fire Department members
have received awards and the Council acknowledged recognition of'the awards.
2. :Additional Firefighters. Chief Childers then recommended to the
Council that nine (9) additional firefighters be added to the Fire Department
and outlined the availability for days and nights at the three stations. He
noted that the objective is to intend to acquire additional firefighters for
daytime duty because of the small numbers of firefighters available during
that time in each of the Fire Stations. Councilmembers suggested that the
Fire Department compare the numbers of firefighters in Eagan with other coc-
munities and suggested that per capita, Eagan has a high ratio of fire mem-
bers. They also discussed the Fire Department Ordinance which provides for a
maximum of 75 firefighters, plus the Chief and Assistant Chiefs and the pos-
sible need for By -Law change in the event that the number is increased abo•:e
75. Councilman Parranto stated that the Fire Department would have more
members than authorized if additional members are added; that there are sore
severe budgetary problems incurred by the City and additional costs may not be
warranted and that the City of Eagan may have more firef!ghters per capita
than other fire departments. in the metropolitan area. Parranto then moved
that the Volunteer Fire Department be directed to add at least ten (10)
4 1
F,
Council Minutes
December 15, 1981
^
No r
1 �;,, J -0
firemen ,to the day -available list for Fire Stations P2 and #3, and further,
that the department staffing not exceed more than 75 firefighters in compli-
ance.with the existing ordinance. Smith seconded the motion. It was sug-
gested that existing fire members be reassigned to day -available duty. Coun-
cilman Wachter suggested deferring the issue until further study, including
availablility of financing and exact information on the numbers of fire-
fighters. All members voted in favor, except Wachter who voted no.
3• Training Acadamy. Wachter moved, Parranto seconded the motion to
accept the recommendation of the Fire Chief that five (5) firefig
authorized to attend the Mankato Area Vo -Tech School for Federal Emergency hters be
Management Agency Seminar on January 16 and 17, 1981 noting however, that the
Fire Department may be requested to cut its budget in the very near future.
All vote¢ in favor.
PARK DEPARTMENT
Park Director, Ken Vraa was present.
1. Johnny Cake Ridge Road snowmobiling. Mr. Vraa recommended that the
City Council consider utilizing the east side of Johnny Cake Ridge Road for
snowmobiling for access to the Dakota County Park. His Memorandum of November
30, 1981 outlined the request of the Snowmobile Club and the Park. Committee's
recommendation. Smith moved, Wachter seconded the motion to accept the recom-
mendation and authorize the snowmobile trail on the east side of Johnny Cake
Ridge Road. All voted yea.
2. High Line Trail. The Committee, at the request of the Snowmobile
Club is also recommending that the High Line Trail from Rahn Road to Pilot
Knob Road be posted for motorized vehicles and that a trail be provided next
to the bituminus trail for snowmobiling. Smith moved, Wachter seconded the
motion to designate a snowmobiling trail along the High Line Trail and that
the Park Department be directed to designate the trail in compliance with the
City regulations. All voted in favor.
S
2
MEMO TO: HONORABLE MAYOR & CITY COUNCILMEMBERS
FROM: DISTRICT CHIEF KEN SOUTHORN
DATE: MARC11' 8, 1983
SUBJECT: CITY'COUNCIL REQUEST FOR FURTHER INFORMATION:
ADDITIONAL FIREFIGHTERS/POTENTIAL RETIREES
At the March 1, 1983 regular City Council meeting, further information was re-
quested justifying additional firefighters and relating to the potential number
of retirees this summer. Following is the rationale upon which our recommenda-
tion for 79 firefighters is based.
The attached chart displays' the Fire Department standard alarms depicting vehi-
cles and manpower responding to emergencies in the City. Please note that these
figures reflect standard responses; major involvements require us to utilize
additional personnel and .equipment. The response chart does NOT include addi-
tional personnel retained at the station(s) to handle subsequent alarms occurring
prior to completion of the initial alarm. The average personnel response numbers
were calculated from October and November 1982 fire reports. Total department
manning at that time was 69.
As the chart shows, we are adequately manned to respond to relatively minor
incidents (requiring 'only a few firefighters) at any time. Manning is barely
adequate on weekends and nights to man the prescribed vehicles for a structure
fire. There are not enough firefighters to also maintain a standby crew for
a possible second alarm.
Weekdays from 0600 to 1800 hours present an even more critical situation, average
personnel response during this time period is inadequate to man even the minimum
prescribed vehicles for a structure fire. Six more firefighters are required
for a single family dwelling and up to 13 additional firefighters are required
to respond the minimum prescribed vehicles for a commercial structure. Since
all our members cannot be aviaLable 100% of the time, the real number of person-
nel required to assure proper response is 8 to 17 (assuming 75% of members are
available).
Mutual aid response to surrounding communities during daytime hours will remove
a minimum of 2-5 firefighters for extended periods of time. This situation
can compound an already critical firefighter shortage.
Again, we respectfully request the council to pass a resolution increasing the
maximum number of firefighters to the previous City ordinance level of 79.
The increased personnel will initially be concentrated in Stations 2 and 3 for
day response. The Fire Department administration will continue to strive for
an equally distributed force for day and night emergency response. The growth
of the City's residences and proposed commercial structures make it imperative
that we increase our daytime personnel immediately. The citizens of Eagan and
the hundreds of people work in the City must be assured of adequate fire and
rescue protection.
9
Additional Firefighter Memo
March 8, 1983
Page Two
The second concern of the Council related to the number of potential retirees
through JuLy or August L983. There are twelve firefighters with greater than
17 years of service. Following is a representation of probable retirements
by September 1983. q, •.a •,.
// of Firefighters Probability of Retirement
5 95%-100%
2 70%
5 18—year veterans have already retired.
The remaining charter/Long term personnel have not indicated an intention of
retiring at this time. I would not, however, rule out the retirement of 1 or
2 other vested firefigters.
Respectfully submitted,
Ken Southern
District Chief
n
7
M
n � i
EAGAN FIRE DEPARTMENT - ALARM RESPONSE
Total Required
to man all vehicles
= 47. Does NOT
include chief
officers (3).
AVERAGE PERSONNEL RESPONSE (October, November 1982)
Station:
#1
VEIIICLE
p3
I COMMERCIALI
AUTO
1
TYPE!
CRASS -ZONE!
DUMPSTER
I STRUCTURE
I SCHOOL APTI
EMS
I ACCIDENT
I MUTUAL AID I
ZONEI
A B C D
A B C D
! A B C D
I A B C D
I ABCD
A B C D
! !
! STATION 1
I 33181-5
I
15
1 5 5 5 5
I 5�5 5 5
I
15
(Will draw a minimum I
! 33182-5
15 5
I
! 5 5
I
I
Iof firefighters I
33180-4
I
I
I
1 5 5 5 5
m a
a given station]
33190-5
!
15
! 5 5
! 5 5
15
15 5
!from
19
I
I
!
I
I
I
I
I
I
I
I
I
! I
I I
STATION II
I
!
I
I
I
I
I I
33281-5
15
5
5 5 5 I
5
I 5
! I
33282-5
I
5-
I 5
1 5 5
33290-5
I
I 5 I
5 5
15 5
I 5 I
5 5!
I
33294-3 !
3 3 I
I
I
I I
I I
1a
I
!
I
I
I
I
I
!
STATION IIII
I
I
!
I
!
!
33381-5 I
55 !
55 I
5555 I
5555
33392-3 13
3 3 !
3 3 I
I
I
3 3 !
3 3 !
I
33395-2 I
I
I
2!
2 I
I
I
I
10 I
8 13
10 8
25 25 1
30 30
5 3
10 13
!
8 11 I
10 8 I
25 27 I
30 32 I
5 3 !
10 13 I
!
Total Required
to man all vehicles
= 47. Does NOT
include chief
officers (3).
AVERAGE PERSONNEL RESPONSE (October, November 1982)
Station:
#1
#2
p3
Total
Days
1
5
4
19
These figures do
Nights
15
9
8
32
not reflect
W.E. 6 Holidays
16
7
7
30
chief officers.
MEMO TO: KEN SOUTIIORN, FIRE DEPAwr,, :NT RELIEF ASSOCIATIOPI I'Ei`I IOi7
C0� IPI I T'iliE
FROM: CITY ADMINISTRATOR 111-MCE S
DATE: DECEMBER 2, 1982
SUBJECT: VOLUNTEER FIRE DEPARTMENT RELIEF ASSOCIATION RETIREMENT
PENSION PROPOSAL
The City Council is proposing the following benefit changes and
increases to the current retirement pension pian.
1. Lump sum upon completing 20 years of service is $30,000
or the equivalent monthly benefit option of $200.00.
2. The City's contribution for 1982 and 1983 is 865,000 oer
year. Each contribution thereafter will be at a level r
necessary to retire the unfunded deficit prior to December `
31, 1981 but in no event will exceed $65,000 per year,
adjusted by 7"/ compounded annually for the remaining years.
3. For present forecasting purposes the increase for state_
aid allocations will be'based yearly on a 7% factor.
4. The number of volunteer firefighters is 70. This number
is subject to change by the City Council upon demonstrating
the need for additional personnel. .
5. Effective with the next pension increase, all pension
amounts will be determined 'on a pro: rata basis for the
years of service within each pension increment.
6. This proposal covers the period January 1, 1983 through
December 31, 1987. .
Fi
I� 1
MEMO TO: HONORABLE MAYOR & CITY COUNCILMEMBERS
FROM: CITY ADMINISTRATOR HEDGES
DATE: FEBRUARY 23, 1983
SUBJECT: PERSONNEL ITEMS
There are a number of items which are personnel related that require
coordination by the City Administrator and will require action by the City
Council. Since several of these items are policy issues, it seemed appropri-
ate to outline some background on each of the items so the' City Council
can determine whether certain items should be delegated to the Personnel
Committee for further review and study or if the City Council desires a
workshop to address all' -the items. Obviously, a combination Personnel
Committee meeting with a follow up City Council workshop is a viable choice
for reviewing these items.
Chief of Police
I am expecting a resignation from our Chief of Police, Martin DesLauriers,
within the next week to two weeks. More than likely, Martin will give
the City approximately 60 days notice which extends his period of time thrash
the month of April. It will be necessary to:
1. Review the police administration organizational schedule and
determine whether the City wants to further consider any change
in the current organization;
2. It will be necessary to consider the recruitment of a new Chief
of Police;
3. It will be necessary to appoint an acting Chief of Police in
the absence of Chief of Police DesLauriers, assuming that his
replacement will not be hired by May 1, 1983.
Police Dispatchers Report
The police dispatchers report was completed in 1982. This report was pre-
sented during the budgetary considerations in late summer/early fall when
the 1983 budget was being developed. There was no action taken on the
report at that. time. If the report was conclusive and there should be
no further study given to a reorganization of the police dispatchers, then
the report will be filed indefinitely. If there is to be any further con-
sideration on reorganization of the dispatchers, the report should be further
evaluated by either the Personnel Committee or the City Council as a whole.
Insurance Committee
As a part of the recent contract negotiations, reactivation of the insurance
committee after a four year absence was approved. The insurance committee
has been meeting on a weekly basis for approximately four weeks and is
represented by two to three employees of each bargaining unit. The bar-
gaining units are as follows: police sworn officers, police dispatchers,
Personnel Items Memo
February 23, 1983
Page Two
office/clerical, public works & park maintenance, and all other non-union
and management employees. The Finance Director was asked to chair the
committee meetings and coordinate all information pertaining to any change
in a health insurance program. The Director of Finance was the logical
person to chair the meetings due to the fact that one of his work functions
is coordination of the health insurance program. A number of issues have
been reviewed and it looks as though the bottom line will be for the City
to either join the Hennepin County health insurance program which offers
many choices in health insurance such as fee for service and various HMO
equivalent packages or continue with the MSI fee for service and offer one
equivalent HMO type option to employees. In any event, more than one
option is being strongly discouraged due to the fact our group is small
in size and the cost could be astronomical. The City Administrator has
asked that the insurance committee prepare a final report of their findings
and present the same to him for review. This report will be presented
to the City Administrator and then to the City Council for final consideration.
The reactivation of the insurance committee has been a good experience
for those employees who have participated as representatives of their bar-
gaining groups. Oftentimes, employees tend to become disgruntled about
a particular benefit of which they are the recipient, and after having the
opportunity to compare that benefit with other similar plans. and benefits,
particularly as it relates to health insurance, they have a much better
understanding and appreciation for the health insurance program which
is being offered to the City. The need for a whole variety of plans has
diminished.
City Planner/Dale Runkle
The City Administrator, as a result of the salary discussions for all non-
union and management personnel, has held several meetings with Dale Runkle
in an effort to perform an employee evaluation as it relates to his position
and his responsibility to that. position. The concerns that were expressed
the night of the employee evaluation and salary compensation recommenda-
tions meeting by the City Council and City Administrator were reviewed
with Mr. Runkle. The City Administrator has outlined some changes and
responsibilities that are required of Mr. Runkle if he is to improve his
salary compensation with the City. It was difficult at first. for Mr. Runkle
to receive the constructive criticism and employee evaluation. However,
since the initial discussion which followed approximately a week after the
January City Council meeting with the City Administrator, Mr. Runkle has
accepted the criticism and shown a great deal of positive attitude toward
improving upon various levels of expectations required by the City Council
and City Administrator. Mr. Runkle is providing a written response to
a number of questions that the City Administrator has outlined and there
will be a report forthcoming in the near future so the City Council can
again review his compensation plan.
Personnel Items Memo
February 23, 1983
Page Three
Employee Contracts
There are four (4) union contracts. The first contract with public works
and parks maintenance, as previously stated, is starting the second year
of a two year contract. The 'police sworri,''°officers contract was approved
by the City Council in January for a one year contract and is finalized
as it relates to execution of the contract. The police dispatchers and office
clerical is another story. The City Administrator presented the business
agent with a counter proposal from the City Council in late December.
With the exception of one additional issue to be addressed for the police
dispatchers during January, the City Administrator has not been contacted
by the business agent for any future negotiations. A letter was sent in
early February by the City Administrator to the business agent and copied
to both union stewards stating that all negotiations on behalf of the City
of Eagan and any counter proposals have been made and that we are waiting
in good faith negotiations for a counter response from the two union groups.
1 specifically inform the City Council of this action because it has been
over two months and the next move on the part of the unions is expected
from the business agent.
Impact of PERA
The impact on the net take home for City employees as a result of the 2%
add on for PERA is significant. Most employees who received an increase
from 1982 to 1983 have realized a net reduction in take home salaries in
1983 compared to 1982. With the increase in salary, there is more money
withheld for state and federal and FICA and then a 2% off the net for PERA.
The Director of Finance is preparing some examples of salaries to show
the comparison from 1982 to 1983• The City Administrator felt that the
City Council should be aware of the impact the legislation has caused on
its City employee group.
Bob Shockley
The City Council has not held a special City Council meeting in the last
two months that would have been conducive to meeting Mr. Shockley's
daughter to discuss in further detail his status with the City of Eagan.
The City Council has previously agreed to meet with Mr. Shockley's daughter
and explain the reasons why there was reorganization in the Public Works
Department.. It is necessary that the City Administrator establish that
meeting date, possibly in conjunction with the special City Council workshop
session.
Summary
As you can see, there are a number of issues that relate to personnel that.
must be discussed in the near future. The City Administrator will address
the City Council at either a regular meeting or an upcoming special work-
shop session so it can be determined procedurally how each of the issues
should be dealt with that require either Personnel Committee or City Council
attention.
F
City A ministrator