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Home My WebLink About2022-06-27 City Council Workshop Packet AGENDA MAPLEWOOD CITY COUNCIL MANAGER WORKSHOP 5:30 P.M. Monday, June 27, 2022 City Hall, Council Chambers A. CALL TO ORDER B. ROLL CALL C. APPROVAL OF AGENDA D. UNFINISHED BUSINESS None E. NEW BUSINESS 1. Capital Improvement Plan Review 2. Review of the Fire/EMS Study and Staffing Plan F. ADJOURNMENT RULES OF CIVILITY FOR THE CITY COUNCIL, BOARDS, COMMISSIONS AND OUR COMMUNITY Following are rules of civility the City of Maplewood expects of everyone appearing at Council Meetings - elected officials, staff and citizens. It is hoped that by following these simple rules, everyone’s opinions can be heard and understood in a reasonable manner. We appreciate the fact that when appearing at Council meetings, it is understood that everyone will follow these principles: Speak only for yourself, not for other council members or citizens - unless specifically tasked by your colleagues to speak for the group or for citizens in the form of a petition. Show respect during comments and/or discussions, listen actively and do not interrupt or talk amongst each other. Be respectful of the process, keeping order and decorum. Do not be critical of council members, staff or others in public. Be respectful of each other’s time keeping remarks brief, to the point and non-repetitive. THIS PAGE IS INTENTIONALLY LEFT BLANK CITY COUNCIL WORKSHOP STAFF REPORT Meeting Date June 27, 2022 Melinda Coleman, City Manager REPORT TO: REPORT FROM: Ellen Paulseth, Finance Director PRESENTER: Ellen Paulseth, Finance Director AGENDA ITEM: Capital Improvement Plan Review Action Requested: MotionDiscussion Public Hearing Form of Action: Resolution OrdinanceContract/Agreement Proclamation Policy Issue: The annual Capital Improvement Plan (CIP) coordinates the planning, financing and timing of major equipment purchases and construction projects. The Council will consider the adoption of the CIP with the 2023 budget in December. Adopting the CIP does not constitute appropriation of the projects. The proposed CIP is available for viewing on the CityÓs transparency portal. Recommended Action: No action required. Council members should consider how they wish to prioritize planned projects and determine which projects to appropriate for the 2023 budget year. All projects are included in the attached project list. Fiscal Impact: Is There a Fiscal Impact? No Yes, the true or estimated cost is N/A Financing source(s): Adopted Budget Budget Modification New Revenue Source Use of Reserves Other: N/A Strategic Plan Relevance: Community InclusivenessFinancial & Asset MgmtEnvironmental Stewardship Integrated CommunicationOperational EffectivenessTargeted Redevelopment An analysis of projected debt is included in the attachment, indicating the CityÓs ability to accomplish the recommended projects within the framework of the CityÓs existing debt policy. Background: The Planning Commission will hold a public hearing on the plan on July 20 at 7:00 PM. Attachments: 1.Project Lists 2.PowerPoint Workshop Packet Page Number 1 of 53 E1, Attachment 1 000000000 000000000000004000000 0000 85,00096,00063,00027,30027,30027,30084,00094,50097,65097,650 500,00325,00450,00875,00569,00214,00100,00550,00500,00100,00300,00300,00175,00660,00241,13100,00256,20252,00160,00907,00170,00323,921 2,000,001,000,001,000,001,375,003,670,005,270,002,560,008,960,004,130,00 2,500,002,614,004,685,001,375,00 00000 0000 71,00090,00025,00027,30027,30027,30084,00094,50097,650 100,00140,00275,00 100,00161,00165,00275,00 3,670,005,270,00 000000000 0 000 68,00090,00025,00097,650 100,00250,00130,00275,00256,20252,00170,00 158,00405,00275,00 1,000,008,960,00 1,100,00 0000000040 0000 65,00090,00025,000 100,00287,00100,00100,00300,00130,00275,00241,13 100,00442,00275,00 1,000,002,560,00 1,655,00 00000000000 0000 62,00090,00050,00063,000 100,00875,00282,00500,00250,00130,00275,00100,00160,00907,00 930,00275,00 Department 1,000,00 1,100,001,309,00 by 00 00000 0000 Plan 59,00090,00085,00096,00050,00050,000 100,00214,00300,00130,00275,00323,921 100,00544,00275,00 1,000,004,130,00 1,530,00 FY2023FY2024FY2025FY2026FY2027Total Improvement Building Capital Wakefield for s kk k t Station Machines Proposed Improvements TrucTruc Truc t Work Neighborhoods s Improvement 2027 Charging Street DumpDump Dump Project Area Replacemen Improvements m Ave Toolcat Water TonTon Pump ImprovementsTon Investment 2023 s Parks tTruck t Vehicle Improvements t t Replacemen Replacement Two ReHalfHalfhalf StreetTruck Replacement Radios PrograGear Improvements Storm Improvement ReinvestmentRehabilitation Sewer Improvements Plow Center Replacement t and&Roof Ton 737: StreetOneOneOne OutTruck Existing Area MHzMaplewood 35ESignal Electric Space Improvement Sweeper Axle Street Area to in Halfandandand Ton ReplacemenUnit B/ICD 800 Monitors TurnArea and Nature Improvement Replacemen Replacemen Ave/Larpenteur Park Replacements Open Redevelopmen Pavement Traffic Pedestrian EmergencySUVOneHalfOneandOneOneStreetSingle Title Fire Replacement Park RoadRoadRoad Truck Replacemen Bear & Leg Shelters Truck Space Panels Line CardiacMaintenanceMaintenanceUpgradesMaintenance 620511516645541732650643714530 Creek SquadEngine/TankerFighting Request GladstoneHousingFirePoliceGrassLadderFireFireAmbulanceEMSSolarHazelwoodPicnicMaplewoodFishParkHarvestParkOpenParkSquadGoldCase/MyrtleJackson/SkillmanUnitUnitUnitUnitUnitUnitUnitCountyUnitUnit UnitParkSouthCountyMyrtle/SterlingWhiteCountyMcKnight Development Recreation Development s and e Recreation Work and CommunityFireParksPolic e DepartmentCommunityTotalFireTotalParksTotalPolicTotalPublic Workshop Packet Page Number 2 of 53 E1, Attachment 1 00000 00000000000 55 56,70044,10088,20027,30094,50063,00015,75026,25027,30057,75085,00084,000 520,00168,00315,00252,00252,00252,00220,00100,00180,00750,00210,00 7,310,006,280,002,040,001,730,004,860,35 53,628,1564,802,15 000 00 20,000 520,00250,00210,00 10,298,0510,999,05 000 00 20,000 110,00250,00 2,040,00 12,155,8514,093,85 0000 4 4 44,10026,25020,000 315,00252,00250,00 6,280,00 9,988,48 12,460,48 00000 00 88,20027,30027,30020,000 168,00252,00110,00 7,310,001,730,00 10,962,8014,576,80 0 00 11 56,70094,50063,00015,75057,75020,00085,00084,000 252,00180,00 4,860,35 FY2023FY2024FY2025FY2026FY2027Total 10,222,9712,671,97 Machines kk TrucTruc Trucks Maintenance Ton DumpDump Pavement Improvements 1/2Trailer Machine VanTruck Park Machine Pavement TonTon Truck TruckTruck Projects Area r TonTon Two Two Improvements HalfHalf kk AreaReplacement Street Plow Program PlowPlow Capacity Loader Pavement 531:545:TrucTruc OneOne Upgrades Paving Area Streetlb. Axle QuarterQuarter AxleAxle End Truck Maintenance AreaMaintenance TonTon andand Site UnitUnit Dr./Cypress Generator Upgrade Drive Road Facility Park andandHalfOneOneCCTVFrontSingle10,000ThreeSingleHalfThreeSingleParkBackhoe/Loade Title Works Cleaning/Dredging 611654:653621540614623717536715642539512500532658710 ShoreStreet Station Request EastProsperityWalter/BeamMaplewoodWoodlynn/SouthlawnRiceUnitUnitUnitUnitUnitUnitUnitUnitUnitUnitUnitUnitUnitUnitUnitPondLiftPublicEmergencyMunicipalUnitUnit s Work Department Publicby DepartmentTotalTotal Workshop Packet Page Number 3 of 53 E1, Attachment 1 000 50,00050,00063,00027,30027,30027,30084,00094,50097,65097,65056,70044,10088,20027,30094,50063,000 569,000214,000160,000180,000750,000450,000660,000500,000688,400100,000256,000835,400204,000173,000856,400220,000256,200252,000 783,000500,000 1,873,000 1,090,001,160,00 1,100,0001,591,0001,187,000 9,134,20 0 90,00027,30027,30027,30084,00094,50097,650 250,000140,000100,000688,400 250,000230,000100,000 1,100,000 1,788,40 0 90,00097,650 250,000 250,000 130,000 220,000 100,000 100,000 204,000110,000256,200252,000 1,873,000 2,187,00 0 50,00090,00050,00044,100 287,000 287,000 250,000 250,000 130,000 270,000 100,000 100,000 256,000 1,187,000 1,493,00 0 90,00063,00088,20027,300 282,000160,000130,000100,000100,000173,000110,000 282,000160,000220,000100,000 Source 1,591,000 1,974,00 0 Funding 90,00056,70094,50063,000 by 214,000180,000130,000100,000835,400856,400 214,000180,000220,000100,000 1,691,80 FY2023FY2024FY2025FY2026FY2027Total Plan gg BuildinBuildin Improvement WakefieldWakefield forfor Capital Machines kkkk k StationStation Machines 2027 TrucTrucTrucTruc Truc Trucks Work Improvements 2023 Maintenance ChargingCharging Ton DumpDumpDumpDump Dump ProjectPavement Replacement Improvements Improvements 1/2Machine ToolcatPark Water Pavement TonTonTonTon Pump Ton Parks Truck Projects VehicleAreaVehicle Improvements Replacement Two TwoTwo Improvements HalfHalfhalfHalfHalf StreetTruck Replacement Radios Area Program Street Storm Rehabilitation Sewer ImprovementsPlow Pavement Roof Ton 737:531:545:Truck OneOneOneOneOne Street Truck Upgrades Paving Existing Area MHz 35E ElectricAreaElectric Street ImprovementSweeper Axle Area to Maintenance Area Ton Halfandandandandand Ton Site UnitUnitUnit B/IC 800 Monitors Area and Dr./Cypressand Replacement Drive Road Facility Pavement Park EmergencySUVOneHalfOneandOneOneStreetSingleandandHalfOneOne Title Fire Replacement RoadRoad Works& Leg Cleaning/Dredging PanelsPanels CardiacMaintenanceUpgrades 620511516645541732650643714530611654:653621540614 Shore SolarHousingUnitUnitUnitUnitUnit Request AmbulanceEMSParkPublicMunicipalPoliceParkCase/MyrtleJackson/SkillmanCountySouthCountyMyrtle/SterlingEastProsperityWalter/BeamMaplewoodWoodlynn/SouthlawnPondSolarUnitUnitUnitUnitUnitUnitUnitUn itUnitUnitUnit Fund Fund Fund Fund Utility Fund Utility Fund Improvement Fund Fund Fund Source Improvement Environmental AmbulanceBuildingCapitalEDA Fund Fund FundingAmbulanceCapitalEDAFleet TotalBuildingTotalTotalTotalEnvironmentalTotal Workshop Packet Page Number 4 of 53 E1, Attachment 1 000040 15,75026,25027,30057,75084,00085,00085,00085,000 168,000315,000252,000252,000252,000210,000851,895241,134907,000170,000520,000500,000500,000100,000150,000300,000175,000325,000 2,139,6004,930,8002,024,2253,821,2001,000,0001,000,0002,000,000 3,060,75 2,687,000 2,000,002,000,001,838,131,725,00 1,375,000 16,454,72 0 25,000 25,000 71,000 210,000520,000 520,000 275,000 568,050 2,139,600 2,139,60 00 68,000 25,000 605,850 170,000 170,000 250,000 275,000 275,000 4,930,8001,000,000 4,930,801,000,00 004 26,25025,00065,000 241,134 315,000252,000 637,350241,13 100,000150,000 275,000 275,000 2,687,0001,000,000 1,000,00 2,687,00 00 27,30050,00062,000 168,000252,000907,000500,000250,000275,000 625,800907,000800,000 3,821,2001,000,000 3,821,201,000,00 00 15,75057,75084,00085,000 85,000 50,00059,00085,000 252,000 623,700 851,895300,000275,000 350,000 2,024,2251,000,000 2,876,121,000,00 FY2023FY2024FY2025FY2026FY2027Total Improvements Neighborhoods r Street Project Area Improvements Improvements Traile VanTruck Ave Machine Pavement Improvements Investment Truck TruckTruck r TonTon ImprovementsRe Street AreaReplacement Street Improvements Improvements Reinvestment Plow PlowPlowImprovements Center Capacity Loader and& Truck Area Maplewood Area Space lb. Street AxleImprovement QuarterQuarter AxleAxle Street Area End in Truck Maintenance Ton Replacement CD Nature Improvements Replacement Ave/Larpenteur Park Generator DriveReplacements RoadOpen Redevelopment Pedestrian CCTVFrontSingle10,000ThreeSingleHalfThreeSingleParkBackhoe/Loade Title Park RoadRoad Truck Replacement Bear Shelters Truck Space Line MaintenanceMaintenance 623717536715642539512500532658710 ShoreStreet Creek Squad UnitJackson/SkillmanParkParkGladstoneEmergencyGoldWhiteHazelwoodFireSquad Request UnitUnitUnitUnitUnitUnitUnitUnitUnitUnitCountyMyrtle/SterlingEastProsperityWoodlynn/SouthlawnCountyRicePicnicMaplewoodFishHarvestOpenGrassLadder FundFund Aid AbatementIncrement Fund Fund ImprovementTaxTax Aid State AbatementIncrement Equipment Fund ImprovementTaxTax Fund Capital BondsBondsBondsImprovement State Source Safety G.O.G.O.MCC FleetG.O.MunicipalPark Capital BondsBondsBondsImprovement FundingG.O.G.O.TotalG.O.TotalMCCTotalMunicipalParkPublic TotalTotalTotalTotal Workshop Packet Page Number 5 of 53 E1, Attachment 1 0000 96,00086,500 875,000150,000339,194585,000686,561857,500559,175693,400482,000700,350760,518832,692238,900597,000128,000700,000276,900590,000480,000102,000282,800100,000412,800596,400254,700240,000260,400648,000323 ,921323,921525,000972,450658,082 150,000 1,814,206 2,756,006,496,393,582,102,412,30 1,412,6391,822,663 40 20,000 346,000 339,194585,000 924,19 238,900597,000412,800596,400 855,900 1,814,206 1,009,20 0 20,000 343,000 857,500700,350700,000102,000 822,000 254,700 254,700 972,450 1,557,85 20,000 150,000 340,000150,000 686,561482,000128,000480,000 628,000 648,000 648,000 525,000 1,412,639 1,168,561 0 86,50020,000 875,000693,400760,518590,000260,400658,082 696,500260,400 1,212,001,453,918 96,00020,000 515,000 559,175832,692276,900282,800240,000323,921 323,921 579,700240,000 1,822,663 1,391,867 FY2023FY2024FY2025FY2026FY2027Total ProjectPavementProjectPavementProjectPavement ImprovementsImprovementsImprovements ImprovementsImprovementsImprovements PavementPavementPavement AreaArea ImprovementsImprovementsAreaImprovementsImprovements Replacement ImprovementsImprovementsImprovementsImprovements StreetStreetStreet AreaAreaArea Gear StreetStreetStreet RehabilitationRehabilitationRehabilitation Program ImprovementsImprovementsImprovements Replacement PavementPavementPavement OutStreetStreetStreetStreet AreaAreaArea Signal AreaAreaArea Space StreetStreetStreetStreet ImprovementImprovementImprovement AreaAreaArea AreaAreaArea CCC TurnAreaAreaAreaArea Dr./CypressDr./Cypress Dr./Cypress Upgrade DriveDriveDrive OpenRoadRoadRoadRoad PavementPavementPavement Traffic Title RoadRoadRoad LegLegLeg ShoreShoreShore Creek Engine/TankerFighting Station FireFishCase/MyrtleCase/Myrtle Request FireJackson/SkillmanSouthCountyMyrtle/SterlingEastProsperityWalter/BeamMaplewoodWoodlynn/SouthlawnCase/MyrtleJackson/SkillmanSouthCountyMyrtle/SterlingEastProsperityWalter/BeamMaplewoodWoodly nn/SouthlawnLiftCase/MyrtleJackson/SkillmanCountyMyrtle/SterlingEastProsperityMcKnightSouthProsperityWalter/BeamMaplewoodWoodlynn/Southlawn Fund Water Fund Fund Equipment Fund Assessment Water Fund Sewer County Regional SafetyLight Fund Assessment Special SewerPaul Source County Regional LightRevitalization RamseyStreet PublicSRFSanitarySt. Special Paul FundingRamseyTotalSRFSanitarySt.StreetTotalStreet TotalTotalTotalTotal Workshop Packet Page Number 6 of 53 E1, Attachment 1 00 76,80061,20051,90050,000 50,000 176,500252,000344,000194,300354,000271,000213,900 7,205,041,995,60 64,802,155 0 176,500252,000 428,500 1,814,206 10,999,05 0 61,200 972,450 344,000 405,200 14,093,85 4 76,800 271,000 347,800 1,937,639 12,460,48 0 51,900 354,000 658,082405,900 14,576,80 50,000 50,000 194,300213,900 408,200 1,822,663 FY2023FY2024FY2025FY2026FY2027Total 12,671,971 ProjectPavement Improvements Improvements Pavement Area Improvements Improvements Street Area Street Rehabilitation Improvements Pavement Street Area Area Street Improvement Area Area C Area Dr./Cypress Park Drive Road Pavement Title Road Leg Shore Case/MyrtleHazelwood Request Jackson/SkillmanSouthCountyMyrtle/SterlingEastProsperityWalter/BeamMaplewoodWoodlynn/Southlawn Fund Fund Source Area Revitalization Fund Funding Source Area StreetWatershedby Water FundingTotalWaterWatershedTotalTotal Total Workshop Packet Page Number 7 of 53 E1, Attachment 2 2 2 0 Debt 2 , 7 2 e n u J Workshop Packet Page Number 8 of 53 E1, Attachment 2 n a l s P e v t i t n c e e j m b e v O o r p s p o t c h e m j s s I t o c r k l e P r j a f o t o r o i P n p 3 W o i 2 a t 0 a 2 C z i t i m r r i o f i f r PA ¤¤ Workshop Packet Page Number 9 of 53 E1, Attachment 2 s s e c o r P Plan n Range a Sources Funding Identified Long l Strategic P t n CIP e Needs Year Plan m Five Identification Capital e v o r p Capital CIP Budget m Annual Implementation I l a t i p a C Workshop Packet Page Number 10 of 53 E1, Attachment 2 g n i c n a n i F n a l P t n e m e v e t r o s n u t r t e n c e u p m s r t p t m i n s e u m ae t v r q I n f o m E r e n l e I p d v m a n d o m p r I a n t o i p a l s g e e s n m l Pay-as-you-go (PAYG)Tax exempt leaseBuilding FundsDebtDebtFranchise FeesLocal Government AidMunicipal State AidPark Dedication FeesDebtTax Increment Financing p t v i I c e e i d k l a e i hd r r u ee a t C VBSPR Workshop Packet Page Number 11 of 53 E1, Attachment 2 n a l P s t e l n p e i c m n e i r v ) P A o r G L g t ( p n n d e i i s m t A m I d n t i p l e n o s u l e a m e n e i o t e t v m iG o i i G v r e y n t - t o r p oi c D r u l i e i r u a p o v c b i P d Y o a m l - e C e i I m s n G R c c i t o l A an t n e n a- t a b u e sl c y o r e o a a uc t o CDSLPSEB ¤¤¤¤¤¤¤¤ Workshop Packet Page Number 12 of 53 E1, Attachment 2 s t n e m e v o r p m I t e e e c r t n S a l d a n a B n o i t c u d e R t b e D Workshop Packet Page Number 13 of 53 E1, Attachment 2 t g n i n t r e a e g e d H m u n B e g o l i g v n a s i n i s r n o i i t a r F e e m e e p h p H t m i o M l n i o i h w m c l d C s I r n k n e a r g u l o i o n o o i t a B m C n p t W i i k n o y r P t T a d I i l a p CPPCA a n C a l 2 2 22 7 P 00 2 22 ,, 0 2 2 22 2 2 11 2 2 2 0 r r 0 - 0 2 ee 2 , 2 3 , bb 7, t s 2 29 mm 1 u ee e 0 cc g y nl ee u 2 uu JJADD Workshop Packet Page Number 14 of 53 E1, Attachment 2 s r a e Y e 5 h t r l o e f a c t t n i n n a e n p a i l m F a u P o c C t o t t D b e n e g h e D n t i e n m f u n s e a o l s I 1 v P 2 e o t o t 5 n . s r e 5 d o 7 e p m r 4 i e p . u v r m S q I. o r u e M p R P § m n I , o s l i t t a c t p i e j o Does not authorize expendituresCouncil must authorize each item prior to spending p o d a r CA P Workshop Packet Page Number 15 of 53 E1, Attachment 2 n a l P t n e y m r o e g e v t a o C r y b p s t c m e j I o r l P a P I t C i f o p y r a a C m m u 7 S 2 0 2 Ï 3 2 0 2 Workshop Packet Page Number 16 of 53 E1, Attachment 2 t n e m s e v e c o r r u p o m S I l g a n t i i d p a n u C F 7 n 2 a 0 l 2 P - 3 2 0 2 Workshop Packet Page Number 17 of 53 E1, Attachment 2 l a t i p a C 7 t n b 2 e a l 0 D P 2 w - e t 3 N n l 2 e a t 0 o m T 2 e 0 2 o v 7 t , o 4 r 5 d 4 , p e 0 t 2 m a$ I l e R t b e D Workshop Packet Page Number 18 of 53 E1, Attachment 2 l e d o M t n e m s s e s s A l a i c e p S w e N Finance Special Assessments through Revolving Fund rather than DebtLeverage Portion of Additional Revenue to Start the ProcessAssessments can be $400K to $1M per Project and are for 15 YearsCity Will Earn $3.9M in Interest in First 15 Years to Fund New Projects Total Revolving Revenue will be in Excess of $1M per Year by 2028 and $1.5M by 2034 ¤¤¤¤¤ Workshop Packet Page Number 19 of 53 E1, Attachment 2 t e e r t S 3 2 s 0 t 2 n r e o f m e s v e c o r r u p o m S I e u n e v e R Workshop Packet Page Number 20 of 53 E1, Attachment 2 e l k a a i t l c l i n w a d a n i o r n F y a n l d a P, n g t a n i ln o g a e t e i r Ô m u p e o a y g e C r a e l l r n o h r r a w a a C e s w i Y M w o e - n L k 0 . t Ô 1 É n e r o e e d h h t u o T u y o f Iy Workshop Packet Page Number 21 of 53 E1, Attachment 2 s n a l P P I C t 7 e 2 e 0 r 2 - t 3 S 2 0 7 2 r 2 o f 0 s 2 e l - i 3 M 2 P I g 0 C n i 2 d v e a s 13.9% of City Streets P o t p Recommend $80,000/year from 18.77 Miles of Proposed Street ConstructionTemporary Fix Until a CIP ProjectProvide Relief and IncreasedAdd Annual Spot Paving to is ImplementedLevel of ServicePavement Management Practicesthe SRF Fund o o r p PS ¤¤ Workshop Packet Page Number 22 of 53 E1, Attachment 2 s 3 t 3 . c 3 e s j t = n o s e t t r n m n P e e e v m m o P e r e I v v p o a C r m P I p t t a m e e I e r e t r e A t e r S e n t r t a w S S e a l r 3 h A 3 t 2 u 0 g 2 o 2 n i 0 lS f r / o 2 e n t s n S e y / l l i e d l t M o $4,130,000 (1.56 Miles)PCI rating 36/100$4,860,350 (1.77Miles)PCI rating 43/100 r l o y a t MW o ¤¤T Workshop Packet Page Number 23 of 53 E1, Attachment 2 Aid s r t Contributions State o n f e n m Municipal Municipal a l e Pv o g r n p i c m I n a e r n i u F t c e u v i r t t s c Fees Assessments a e f r f f E n Special Franchise I Workshop Packet Page Number 24 of 53 E1, Attachment 2 s n o i t u b i r t n o , g e C n s s i r t a v l e o n e a f h r a e t S l c , e e m p e s i dy s t D a a a o c n s i P e e e t t r M t n n ca m s e o e n e e I r u r G v m C - e y o y t r a u M a o n p t oI P . m Y y t y l mn - y l i I v s b t a i t e e A u Ce LM - D n e 7 y x . e r Utility Fund Revenues Ï10 Year PlanInterest Revenue ÏAccrues on Fund BalanceProperty Tax or Sales Tax Revenue Ïthe Next Step sn a1 t a h ¤¤¤AtTPS$A Workshop Packet Page Number 25 of 53 E1, Attachment 2 s e i v e L e c i v r e S t b e D d e t c e j o r P Workshop Packet Page Number 26 of 53 E1, Attachment 2 s g n i t a R d e t a m i t s E s Ô Adequate r Adequate Adequate o o P d n a d r a d n a t S Workshop Packet Page Number 27 of 53 E1, Attachment 2 s g n i t a R d e t a m i t s E s Ô Strong r Strong o o P d n a d r a d n a t S Workshop Packet Page Number 28 of 53 E1, Attachment 2 s n o i t a r s t c e e j d i o r s P n t n o e s l a C m oe l v i G o t c r b p n e m u I D l g o a t n i i C p d a n C a r t se 3 t h 2 ut 0 O2O Workshop Packet Page Number 29 of 53 E1, Attachment 2 ? s n o i t s e u Q Workshop Packet Page Number 30 of 53 E2 CITY COUNCIL WORKSHOP STAFF REPORT Meeting Date June 27, 2022 REPORT TO: Melinda Coleman REPORT FROM: Michael Mondor, Fire and EMS Chief PRESENTER: Michael Mondor, Fire and EMS Chief AGENDA ITEM: Review of the Fire/EMS Study and Staffing Plan Action Requested: Motion Discussion Public Hearing Form of Action: Resolution Ordinance Contract/Agreement Proclamation Policy Issue: The fire department is experiencing increasing call volumes and demand for services. The department’s existing staffing levels should be reviewed given current system demands and future considerations should be discussed to prepare the department to respond to the community’s current and future Fire/EMS needs. Recommended Action: No action is required at the Workshop. Council will consider the recommendations and future considerations for the fire department staffing plan. Fiscal Impact: Is There a Fiscal Impact? No Yes, the true or estimated cost is $0.00 Financing source(s): Adopted Budget Budget Modification New Revenue Source Use of Reserves Other: N/A Strategic Plan Relevance: Community Inclusiveness Financial& Asset Mgmt. Environmental Stewardship Integrated Communication Operational Effectiveness Targeted Redevelopment The fire department has worked to support the city’s culture that is built on trust and conveys clearly identified goals and expectations. This presentation will focus on adopted performance measurement strategies, data analysis and industry best practices. The considerations provided would enhance overall department operational effectiveness and achieve established performance measurement standards. Background The fire department has experienced several milestones over the past 11 years. In 2011, the department transitioned from a combination of paid-on-call and full-time employee’s to a combination of full-time and part-time employees who staffed 3 fire stations 24 hours a day. As call Workshop Packet Page Number 31 of 53 E2 volumes grew, staff began having internal staffing discussions. These conversations led to the creation of the Fire/EMS Workgroup in 2016. The Fire/EMS Workgroup was comprised of 5 residents, fire department staff, labor, administration and senior management. The group invested more than 450 hours in studying department operations and created a framework in which to guide the future of Fire/EMS Operations. The framework included: 1. The desire to ensure Excellence in Service Delivery, and 2. The need to provide Responsible Stewardship of Public Resources and, 3. That the standard of fairness applied to those delivering Fire/EMS Service and those receiving Fire/EMS Services. th The entire report was delivered to City Council on May 4, 2016. One result from the Fire/EMS Workgroup was the completion of the Fire Station Location and Operational Review. In 2017, the City hired Fitch and Associates to conduct a third party assessment of fire station locations and an overall operational review. The Fitch study reviewed community response history, community demand, historical fire department performance, response times, staff schedules, station reliability, station locations, resource deployment and reviewed the viability of public/private partnerships. th Ultimately, a series of recommendations were presented to City Council on January 25, 2018. Transition from part-time employee group to full-time employees Adopt alternative 3 or 2 to provide the most efficient performance and coverage Reallocate resources from the Central Station to the North Station Deploy A peak-load ambulance 7 days a week Deploy a battalion chief for command and control on at least nights Reorganize the department’s administrative structure as the chief officers attrition Consider upgrading the administrative assistant position to a full-time position Delay consideration for public-private partnerships for EMS at this time Staff have implemented a majority of the recommendations over the past 4 years and continue to work on operationalizing all recommendations included in the plan. 2018-Transitioned to a full-time staffing model, adopting alternative 3 of the Fitch Recommendations which allows the department to staff 27 line staff. 2021-Reorganized the department’s administrative structure as the chief officers attrition 2021-2022-Reallocated resources from the Central Station to the North Station 2022-Upgraded the department’s administrative assistant position to a full-time position th At the January 25, 2018 City Council Meeting, City Council also adopted a system performance measurement of 8 minutes travel time to emergency (lights and siren) incidents for 90% of all incidents. This means that the department should respond to 90% of emergency incidents in 8 minutes or less. The department’s current performance has ranged from 82.66%-90.66% since 2019. This measurement is communicated quarterly as part of the City’s strategic planning platform, Envisio. It is important to note, that the department has not been able to fully realize the efficiency of the updated fire station locations during this time period as we will be occupying the new North Fire Station in June of 2022. Once this re-location occurs, the department will be operating out of the recommend deployment locations and we expect that these performance numbers will improve. The fire department is currently facing challenges relating overall staffing in the face of increasing call volume. Workshop Packet Page Number 32 of 53 E2 Relief Factor: The department’s margin between minimum and maximum staffing levels does not have the capacity to absorb short or long term absences due to employee vacancies, vacation, sick, Family Medical Leave Act time, injuries, etc. Mandations: The department has seen an increase in the times that employees were placed on mandatory overtime to cover shift vacancies. It is estimated that the department will have 105 mandatory shifts in 2022. Overall Staffing: Increasing call volumes have placed a strain on current staffing levels. The department has experienced a 19% increase in call volumes from 2018-2022 and a 32% increase in call volumes in comparison to the data that was utilized in the Fitch Study (2014-2016). It is estimated that the department will respond to nearly 9,000 calls in 2025. Staff will provide a series of future considerations for City Council to consider to address current and future staffing needs for the fire department. Step 1: Consider addressing shift relief factor Step 2: Consider adding an additional response unit Step 3: Evaluate baseline readiness levels Additionally, staff will discuss potential funding mechanisms and financial impacts for the considerations discussed. Attachments 1. Presentation Workshop Packet Page Number 33 of 53 E2, Attachment 1 Њ 1 Self COUNCIL UPDATE DEPARTMENT Before 6.27.2022 WORKSHOP CITY FIRE Service Workshop Packet Page Number 34 of 53 E2, Attachment 1 Ћ 2 WORKSHOP OF PURPOSE Self State Considerations Before Service HistoryCurrentFuture ¤¤¤ Workshop Packet Page Number 35 of 53 E2, Attachment 1 Ќ 3 FIRE/EMS MAPLEWOOD Self Before Service Workshop Packet Page Number 36 of 53 E2, Attachment 1 ЍЍ źƒĻ źƒĻΉCǒƌƌ tğƩƷ /ƩĻǞ 5źƭĭǒƭƭźƚƓƭ 5ǒƷǤ Ʒƚ ƚƩƉŭƩƚǒƦ {ƷğŅŅźƓŭ aƚķĻƌ BACKGROUND/HISTORY Self {ƷğŅŅźƓŭ ΘƩğƓƭźƷźƚƓΘLƓƷĻƩƓğƌΘCźƩĻΉ9a{ Before ЋЉЊЎ ЋЉЊЊЋЉЊЏ Service ЋЉЊЍ Workshop Packet Page Number 37 of 53 E2, Attachment 1 Ў 5 wĻǝźĻǞ aƚķĻƌ hƦĻƩğƷźƚƓğƌ {ƷğŅŅźƓŭ ğƓķLƒƦƌĻƒĻƓƷğƷźƚƓ źƒĻ Cǒƌƌ \[ƚĭğƷźƚƓ\[ƚĭğƷźƚƓ Ʒƚ {ƷğƷźƚƓ{ƷğƷźƚƓ BACKGROUND/HISTORY Self ΘCźƩĻΘƩğƓƭźƷźƚƓΘCźƩĻ Before ЋЉЋЋ ЋЉЊАЋЉЊБ Service ЋЉЋЊ Workshop Packet Page Number 38 of 53 E2, Attachment 1 Џ 6 REVIEW LOCATION/OPERATIONAL Self Before STATION Service FIRE Workshop Packet Page Number 39 of 53 E2, Attachment 1 А 7 FITCHSTUDY FOR USED TRENDS ЋЉЊЍЋЉЊЎЋЉЊЏ Self VOLUME Before Љ Service RUN ЏͲЉЉЉЎͲЉЉЉЍͲЉЉЉЌͲЉЉЉЋͲЉЉЉЊͲЉЉЉ Workshop Packet Page Number 40 of 53 E2, Attachment 1 ББ coverage attrition and position time officers time RECOMMENDATIONS nights full chief atthis a Station performance to the least EMS employees OF as at North for on time the efficient position ucture Recommendations to full str control most to week 2017 the assistant and a partnerships Station group for days 7 private Central administrative command SUMMARY ͸ƭ provide t the employee tofor administrative public 2 from time for or ambulance Self departmen load the STUDY Before resources frompart peakBattalionChiefupgradingthe aa Alternative3 consideration Service TransitionAdoptReallocateDeployDeployReorganizeConsiderDelay FITCH Workshop Packet Page Number 41 of 53 E2, Attachment 1 В 9 options 9ƒƦƌƚǤĻĻƭ performance staffing źƒĻ step 5 system ΫtƌǒƭtğƩƷ for the of 3 time FITCHRECOMMENDATIONS EmployeesNotes (travel) Time ЍЏ 7 ЊЍ Full minute 8recommendation FOLLOWING ЋЉЊБΜЊБ AdoptedAdopted Self ΛЋЉЊЊ Before CouncilCouncil ACTION Model tƩĻǝźƚǒƭЊЋЋЋ 32 ЍЌЎЌ City City 2018¤¤Service Workshop Packet Page Number 42 of 53 E2, Attachment 1 ЊЉ 10 2022) attrition (2021 (2022) Station through Station time North Fire full to to organized North re Central new (2018) moved was from of was FITCHRECOMMENDATIONS Model resources structure position Staffing construction allocated re Time Assistant FOLLOWING Full administrative Approved Self to Department Before Council Fire ACTION ¤ TransitionCityDepartment(2021)Administrative ¤¤¤¤Service Workshop Packet Page Number 43 of 53 E2, Attachment 1 ЊЊЊЊ 20182018202220212022 IncompleteIncomplete OngoingReview Completed,Completed, Completed,Completed, and positionCompleted, time officers time nights full chief t atthis a Station performance theto leas EMS employees as at North for on time the efficient position to full structure control most to week the FITCHRECOMMENDATIONS assistant and a partnerships Station group for days RecommendationsStatus 7 private Central ON administrative command provide 2017 the employee tofor administrative public 2 from time for or ambulance Self ķĻƦğƩƷƒĻƓƷ͸ƭ load the Before resources frompart peakBattalionChiefupgradingthe aa nize Alternative3 consideration PROGRESS Service TransitionAdoptcoverageReallocateDeployDeployReorgaattritionConsiderDelay Workshop Packet Page Number 44 of 53 E2, Attachment 1 ЊЋ 12 STATE CURRENT Trends Self Performance Before Volume RunSystem ¤¤Service Workshop Packet Page Number 45 of 53 E2, Attachment 1 ЊЌ 13 TRENDS ƚƌǒƒĻ VOLUME /ğƌƌ RUN Volume Self Call Before Љ Service БͲЉЉЉАͲЉЉЉЏͲЉЉЉЎͲЉЉЉЍͲЉЉЉЌͲЉЉЉЋͲЉЉЉЊͲЉЉЉ Workshop Packet Page Number 46 of 53 E2, Attachment 1 ЊЍ 14 8 7 Staffing ƚƌǒƒĻ ƚƌǒƒĻ /ğƌƌ /ğƌƌ 6 Minimum ЋЉЊЊЋЉЊБЋЉЋЋΫ Љ ANALYSIS БͲЉЉЉАͲЉЉЉЏͲЉЉЉЎͲЉЉЉЍͲЉЉЉЌͲЉЉЉЋͲЉЉЉЊͲЉЉЉ Model Staffing VOLUME Model Time Staffing RUN Time/Full Time PartFull Self to to State Before TransitionTransitionCurrent Service 201120182022 ¤¤¤ Workshop Packet Page Number 47 of 53 E2, Attachment 1 ЊЎЊЎ PERFORMANCE SYSTEM Self Before Service Workshop Packet Page Number 48 of 53 E2, Attachment 1 ЊЏ 16 ЋЉЋЋ ЋЉЋЊ ЋЉЋЉ ЋЉЊВ ağƓķğƷźƚƓƩĻƓķƭ ЋЉЊБ CHALLENGES Љ БЉЏЉЍЉЋЉ ЊЋЉЊЉЉ CURRENT Readiness Self MinimumsMaximums Staffing Staffing Factor Before 24/7DailyDailyBaseline ¤¤¤¤ ReliefMandationsOverall ¤¤¤Service Workshop Packet Page Number 49 of 53 E2, Attachment 1 ЊА 17 źƒĻ tƌğƓ ΫtƌǒƭtğƩƷ9ƒƦƌƚǤĻĻƭЋЉЊБ EmployeesNotes Time ЍЏ 7 ЊЍ Full ЋЉЊБΜЊБ ΛЋЉЊЊ CONSIDERATIONS Model tƩĻǝźƚǒƭЊЋЋЋ 32 ЍЌЎЌ unit Factor Levels FUTURE response Relief Self Readiness Shift Before additional 1:2: 3: Service AddressAddBaseline Step¤Step¤ Step¤ Workshop Packet Page Number 50 of 53 E2, Attachment 1 ЊБ 18 shift) Units hour 24 IMPACTS each Suppression for (1 Fire unit for Factor: FINANCIAL Relief staffing response Shift EMT/Paramedics person Self 3 additional Address Before an 1:2:3: Firefighter 3AddConsider Step¤Step¤Step¤Service Workshop Packet Page Number 51 of 53 E2, Attachment 1 ЊВ 19 Grant (SAFER) Response MECHANISMS Emergency and Process) Process Fire FUNDING Budgeting Application Adequate Self for 12 Grant Annual Before StepStep ¤¤ 2023Staffing (FY22 ¤¤Service Workshop Packet Page Number 52 of 53 E2, Attachment 1 20 UP QUESTIONS/WRAP Self Before Service Workshop Packet Page Number 53 of 53