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03/24/1983 - City Council SpecialI . 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 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