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Home My WebLink About2006 11-06 500 CMWAGENDA CITY COUNCIL/MANAGER WORKSHOP Monday, November 06, 2006 Council Chambers, City Hall 5:00 p.m. A. CALL TO ORDER B. ROLL CALL C. APPROVAL OF AGENDA D. NEW BUSINESS 1. Fire Department 2007 Budget 2. Update on County Dispatch Center Transition a. Nomination of Member to Serve on Subsystem Policy Committee E. ADJOURNMENT Agenda Item D1 (Amended 11- 02 -06) CITY OF MAPLEWOOD FIRE DEPARTMENT ORGANIZATION CHART FIRE CHIEF / EMERGENCY MANAGEMENT DIRECTOR Deputy Director Emergency Administrative Fire Marshal 1 Emergency Medical Captains District 7 Assistant Assistant Fire Chief Service Director Full -Time Management Chief Captain Captain Captain Captain --------------- - - -- Captain Captain Captain FF t EMT f Captain Captain Police Paramedics Captain Paramedic Full -time District 1 District 2 District 3 District 4 District 7 Chief Chief Chief Chief Chief Captain Captain Captain Captain Captain Captain Captain Captain Captain Captain Captain Captain Captain Captain Captain Paid F Per I Per I Per Per Per I FIRE DEPARTMENT an plej =k IK#Ti Total By Program Emergency Fire Prevention 2% Emergency Management 1% Administr 21% Total By Classification Personal Services 68% oppression 32% Commodities 6% Contractual Services 13% Other Charges Capital Outlay and 11% Depreciation 2% CITY OF MAPLEWOOD, MINNESOTA FIRE DEPARTMENT EXPENDITURE SUMMARY Total By Program 2004 ACTUAL 2005 ACTUAL 2006 ORIGINAL BUDGET 2007 BUDGET PERCENT OVER(UNDER) 2006 BUDGET Administration $333,402 $757,604 $770,070 $749,590 -2.7% Ambulance Maintenance 31,353 29,338 0 0 N/A Emergency Management 29,824 16,451 17,150 19,890 16.0% Emergency Medical Services 850,474 1,223,843 1,243,550 1,592,960 28.1 Fire Prevention 104,380 79,144 67,030 67,900 1.3% Fire Suppression 1,491,733 1,093,008 1,142,310 1,148,720 0.6% Totals 2,841,166 3,199,388 3,240,110 3,579,060 10.5% Total By Classification Personal Services 1,976,239 2,030,035 2,135,340 2,434,490 14.0% Commodities 214,490 220,444 226,590 214,920 -5.2% Contractual Services 445,156 456,303 458,270 461,050 0.6% Capital Outlay and Depreciation 205,253 138,237 41,610 59,250 42.4% Other Charges 28 354,369 378,300 409,350 8.2% Totals 2,841,166 3,199,388 3,240,110 3,579,060 10.5% Total By Fund Ambulance Service Fund 0 1,587,782 1,621,710 1,985,990 22.5% General Fund 2,837,792 1,611,606 1,618,400 1,593,070 -1.6% Hazardous Materials Fund 3,374 0 0 0 N/A Totals $2,841,166 $3,199,388 $3,240,110 $3,579,060 10.5% Number of Employees (FTE) 14.25 17.00 17.50 17.09 -2.3% to 20.00 N W 15.00 Employees 10.00 5.00 0.00 2004 ACTUAL 2005 ACTUAL 2006 ORIGINAL 2007 BUDGET BUDGET CITY OF iii MISSION STATEMENT To provide the highest quality service in public and employee education, fire prevention and emergency response in a safe, professional, and effective manner. 2007 OBJECTIVES 1. Reduce response times to fire and EMS calls by 5 %. 2. Refine the new EMS hybrid plan. 3. Recruit and train firefighters and paramedics. 4. Evaluate new services and techniques to improve our customers service. 5. Update and refine emergency preparedness plans. 6. Train at the highest level possible in a safe environment. 7. Continue to implement the move of dispatch from Maplewood to Ramsey County. 8. Continue to implement the 800 MHz system. 9. Continue training in the areas of emergency management and homeland security with city council, staff and the community. 10. Implement mobile digital communications in fire vehicles via grant funding. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: ADMINISTRATION DEPARTMENT: FIRE PROGRAM MISSION To provide administrative, clerical and payroll support to all programs within the Fire Department. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Personal Services $276,082 $297,504 $303,260 $270,880 Commodities 13,866 17,884 11,040 12,800 Contractual Services 43,454 72,057 77,610 74,510 Capital Outlay 0 36,349 0 0 Other Charges 0 333,810 378,160 391,400 Total $333,402 $757,604 $770,070 $749,590 Percent Change 16.1% 127.2% 1.6% (2.7)% Staff Hours No. of Employees (FTE) 3 3 3 2.5 BUDGET COMMENTS The decrease in personal services is due to the elimination of the Deputy Fire Chief position and the reclassification of the Fire Marshal as the Fire Marshal /Deputy Fire Chief. 50% of his time will be allocated to this program. Other charges consist of General Fund administrative charges that are assessed to the Ambulance Service Fund. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: ADMINISTRATION DEPARTMENT: FIRE 2004 2005 2006 2007 Actual Actual Estimate Estimate OUTPUTS/WORKLOAD Number of staff meetings held 49 48 50 50 Number of paid - per -call 90 73 85 87 staff Number of FTE 10 16 16 17 EFFECTIVENESS INDICATORS Per capita cost excluding $55 $54 $54 $53 ambulance service Number of new hires 8 13 6 8 processed in 65 days False alarm violations 81 116 100 90 issued Recruit mailings 6,700 10,100 4,000 4,000 COMMENTS In 2005, the department went on a very aggressive recruitment drive to obtain new paid- per -call firefighters. At the beginning of 2005, the department had approximately 73 paid - per -call firefighters. The department sent out approximately 10,100 mailings, had open houses, a job fair and were able to recruit 13 new paid - per -call firefighters. The target number of paid -per -call firefighters is 91. False alarms violations rose from 81 in 2004 to 116 in 2005. This is due to the increase in new construction and remodeling being done throughout the city. The goal is to reduce the number of false alarms in 2007 through education. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: AMBULANCE DEPARTMENT: FIRE MAINTENANCE PROGRAM MISSION To provide ongoing preventative maintenance to ensure the least amount of down time per ambulance and to provide cost effective repairs. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Commodities $9,956 $13,890 NIA N/A Contractual Services 21,397 15,448 N/A N/A Total $31,353 $29,338 NIA N/A Percent Change 7.3% -6.4% N/A N/A Staff Hours No. of Employees (FTE) 0 0 0 0 BUDGET COMMENTS This program was eliminated in 2006 and expenditures for ambulance maintenance have been included in the emergency medical services program. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: AMBULANCE MAINTENANCE DEPARTMENT: FIRE 2004 2005 2006 2007 Actual Actual Estimate Estimate OUTPUTSIWORKLOAD Number of repairs 108 N/A N/A Number of ambulances in 5 5 N/A N/A service EFFECTIVENESS INDICATORS Total dollars spent on repairs $22,057 $14,009 N/A N/A Average cost per repair $130 N/A N/A COMMENTS This program was combined with the emergency medical services program in 2006. * Indicates data not available CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: EMERGENCY DEPARTMENT: FIRE MANAGEMENT PROGRAM MISSION To assist key officials and emergency services in carrying out their duties and responsibilities under emergency conditions. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Personal Services $8,426 $8,690 $8,890 $9,350 Commodities 1,570 869 2,260 1,790 Contractual Services 7,040 5,398 6,000 8,750 Capital Outlay 12,760 1,494 0 0 Other Charges 28 0 0 0 Total $29,824 $16,451 $17,150 $19,890 Percent Change (37.0)% (44.8)% 4.2% 16.0% Staff Hours No. of Employees (FTE) 0 0 0 0 BUDGET COMMENTS The increase in contractual services is due to higher telephone charges based upon a more accurate allocation of charges between programs. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: EMERGENCY DEPARTMENT: FIRE MANAGEMENT 2004 2005 2006 2007 Actual Actual Estimate Estimate OUTPUTSIWORKLOAD City plan updated Yes Yes Yes Yes Skywarn activations 4 6 5 5 Meetings /training sessions 58 68 55 60 attended EFFECTIVENESS INDICATORS Hours spent updating City 55 59 40 40 plan Number of people per 3.5 4 5 4 skywarn activation Number of grants 1 1 1 1 COMMENTS In 2005, the City had six Skywarn activations, with an average of four people responding. Skywarn activations take place when the National Weather Service issues a severe thunderstorm warning that could affect the city of Maplewood. In 2005, the Maplewood Skywarn Program merged with the Ramsey County Skywarn Program to enhance our capability in the event of a Skywarn activation. The EOC (Emergency Operations Center) for Skywarn activation is located at Station 1. In 2005, the City joined forces with Ramsey County, along with the other cities within Ramsey County, in developing one EOP (Emergency Operations Plan) for the entire County. This provides the City with greater resources in the event of a disaster and reduces the amount of time spent by staff updating the EOP. The City will continue to have an EAP (Emergency Action Plan) which is a set of ROG's (Recommended Operating Guidelines) used in an emergency. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: EMERGENCY MEDICAL DEPARTMENT: FIRE SERVICES PROGRAM MISSION To provide Emergency Medical Services, including emergency medical treatment and transport; sponsor and participate in public education and community awareness efforts to promote first aid skills, healthy living, and accident reduction. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Personal Services $625,390 $974,503 $1,000,530 $1,293,110 Commodities 85,599 83,997 98,290 96,960 Contractual Services 63,963 96,434 102,980 125,690 Capital Outlay 75,522 0 0 0 Depreciation 0 48,350 41,610 59,250 Other Charges 0 20,559 140 17,950 Total $850,474 $1,223,843 $1,243,550 $1,592,960 Percent Change 19.9% 43.9% 1.6% 28.1% Staff Hours No. of Employees (FTE) 4.25 9.60 8.72 9.71 BUDGET COMMENTS The increase in personal services is due to the reallocation of salaries for time spent between fire suppression and EMS, the addition of one new firefighter/paramedic and the reclassification of the Paramedic Coordinator as the new EMS Director. The increase in contractual services is due to higher costs for equipment repairs & maintenance and fees for service. Other charges are for interest on interfund loans and has been adjusted based on the actual charges for 2005. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: EMERGENCY MEDICAL SERVICES 2004 Actual DEPARTMENT: FIRE 2005 2006 2007 Actual Estimate Estimate OUTPUTSIWORKLOAD Total EMS calls 2,392 2,544 2,649 2,764 Total ALS transports 1,734 1,616 1 1,809 (Advanced Life Support) ,727 Total BLS transports 404 596 635 665 (Basic Life Support) Total number of ambulances 5 5 5 6 in service Total billable no transport calls 36 35 35 38 EFFECTIVENESS INDICATORS Avg. EMS response time 4.9 min. 5.7 min. 4 min. 4 min. COMMENTS In 2005 there were an additional 152 medical responses over 2004 which is a 6% increase. The department had a decrease in ALS transports, but a very significant increase in BLS transports. This can fluctuate from year to year strictly based on the type of medical calls that are received. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: FIRE PREVENTION DEPARTMENT: FIRE PROGRAM MISSION To provide preservation of life and property to the citizens by way of fire prevention, education and code enforcement. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Personal Services $84,359 $69,864 $54,020 $55,510 Commodities 4,783 6,082 8,270 7,550 Contractual Services 3,607 3,198 4,740 4,840 Capital Outlay 11,631 0 0 0 Total $104,380 $79,144 $67,030 $67,900 Percent Change 13.2% (24.2)% (15.3)% 1.3% Staff Hours No. of Employees (FTE) 1 .55 .55 .5 BUDGET COMMENTS The Fire Marshal position has been revised to Fire Marshal /Assistant Fire Chief in the 2007 budget. The wages and benefits for the revised position have been allocated as follows: 50% to this program and 50% to the administration program. In the 2006 budget, 55% of the wages and benefits for the Fire Marshal position were allocated to this program, 25% to fire suppression and 20% to code enforcement. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: FIRE PREVENTION DEPARTMENT: FIRE 2004 2005 2006 2007 Actual Actual Estimate Estimate OUTPUTS/WORKLOAD Safety inspections 299 352 400 450 Life safety complaints 43 34 40 38 investigated Community education events 21 31 35 35 EFFECTIVENESS INDICATORS Number of reinspections 29 37 40 40 Number of second 33 27 30 30 reinspections Participants in fire prevention training 630 1,279 1,000 1,000 COMMENTS In 2005, the fire marshal, along with the full -time firefighters, completed 352 life safety inspections of apartment buildings, nursing homes and businesses. These life safety inspections focus on code violations and fire hazards. The inspections include recommendations for compliance. Staff held 31 community education events and delivered our message of fire prevention to over 1,279 attendees. These educational events were held at schools, nursing homes, apartment complexes and other special events. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: FIRE SUPPRESSION DEPARTMENT: FIRE PROGRAM MISSION To provide the highest level of fire suppression services to our customers in a timely and professional manner. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Personal Services $981,982 $679,474 $768,640 $805,640 Commodities 98,716 97,722 106,730 95,820 Contractual Services 305,695 263,768 266,940 247,260 Capital Outlay 105,340 52,044 0 0 Total $1,491,733 $1,093,008 $1,142,310 $1,148,720 Percent Change 11.3% (26.7)% 4.5% 0.6% Staff Hours No. of Employees (FTE) 6 3.85 5.23 4.38 BUDGET COMMENTS The increase in personal services is due to the addition of one new firefighter /paramedic, the reclassification of the Paramedic Coordinator as the new EMS Director along with the reallocation of salaries for time spent between fire suppression and EMS. No small equipment purchases are anticipated for 2007 which results in a decrease to commodities. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: FIRE SUPPRESSION DEPARTMENT: FIRE 2004 2005 2006 2007 Actual Actual Estimate Estimate OUTPUTSIWORKLOAD Population served: MAPLEWOOD 35,892 36,235 36,981 37,701 LANDFALL 700 700 700 700 Total fire calls 645 720 700 700 Total EMS calls 2,392 2,544 2,679 2,821 EFFECTIVENESS INDICATORS Percentage of response time of less than four minutes/full- 45% 29% 35% 38% time firefighters Percentage of response time of less than six minutes/paid- 48% 44% 48% 50% per -call firefightersFF EMS responses per 1,000 61.5 69.5 71.8 73.0 population served Average time spent per EMS 56 min. 46 min. 60 min. 50 min. call Average number of 8.5 8.0 8.0 8.0 firefighters per call COMMENTS The total call volume for 2004 was 3,037 and for 2005 it was 3,264. This is an increase of 7% (75 were fire calls and 152 were medicals). These increases are due to the increase in visitors and workforce flow into the city and the aging of population. The percentage of response times of less than four minutes for full -time firefighters has decreased in 2005. This is due to the increase in the number of emergency calls that come in at or about the same time. Having two or three calls going on at the same time delays the response time. Agenda Item D2 CITY OF 2077 W. Larpenteur Avenue FALCON HEIGHT �,.�/ Falcon Heights, IVIN 55113-5594 email: mail@cUalcon-heights.mmus Phone - (651) 792-7600 website: www.ci.falcon-heights.mn,us Fax - (651) 792-7610 October 11, 2006 Dear Ramsey County Suburban Mayors and Council Members, As you all know, the 800 MHz Public Safety Communications system is nearly complete and training and use by our public safety personnel has begun. A new joint Dispatch Center that will serve all but one of our cities is under construction and scheduled to open in March, 2007. The members of the 800 AD* Policy Planning Committee have very worked hard over the last three years to plan for an outstanding communications system with appropriate governance and equitable finance. Now it is time for a new permanent committee to take over beginning in January, 2007, There will be two separate policy committees that will advise the County Manager and the Ramsey County Board of Commissioners on ongoing operations. They are: 1. Dispatch Polio y Committee - The suburban representatives are Bill Blesener, Little Canada Mayor and Annie Hoffman, New Brighton Council Member. 2. Subs stem Policy Committee - This committee will replace the current 800 Al Hz Policy Planning Committee, We need your help in selecting two suburban mayors or council members and an alternate to serve on this critically important committee! This committee's responsibilities will include radio system performance, reliability and coverage; system security and monitoring; maintenance of the seven radio sites, prime system controller and microwave; agreements with other units of government; system upgrades and enhancements; site leases; subscriber maintenance and standards; capacity issues; radio operations and interoperability; subscriber fees; and radio system budget. There will also be a "Subsystem Users Group" and a "Dispatch Users Group" to address operational and technical issues. The members of the Subsystem Policy Committee will be: • Two Ramsey County Commissioners • The Mayor of Saint Paul or Designee • One Saint Paul City Council Member • Two Suburban Mayors or Council Members • The Ramsey Count Sheriff Members will be expected to be able to attend at least 75% of monthly meetings which have, in the past, been scheduled during the day at locations throughout Ramsey County, HOME OF THE MINNESOTA STATE FAIR AND THE U OF M INSTITUTE OF AGRICULTURE OD 1 ? al PRINTED ON RECYCLED PAPER Our representatives on this committee do not need to have technical expertise or experience with 800 MHz or public safety communications. Competent and enthusiastic staff are on board and will provide training to bring new people up to speed on the system. The most important qualifications are: • A commitment to launching and supporting a successful new and greatly improved public safety communications system. • The ability to work cooperatively with other elected officials, • The ability to bring people together to solve problems when they arise. This is a very important public safety service that affects everyone who lives, works, or visits our Ramsey County communities. We hope that you will consider serving as a representative or alternate on this committee. Please contact Sue Gehrz by November 10' if you are interested or would like more information. She can be reached at 651641 1229 or at silehrz comeast.net. We will arrange for an interview in November and recommend a slate of representatives to all the cities. Since this new committee will begin their 'work in January, we need to move ahead with the selection process. Thank you for your help. Sincerely, Sue Gehrz Falcon Heights Mayor 800 MHz Policy Planning Committee Member Kathleen Juenemann Maplewood City Council Member 800 MHz Policy Planning Committee Member Tom Frazer White Bear Lake City Council Member 800 MHz Policy Planning Committee Member