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Mound Fire 2009 Annual Report2415 Wilshire Boulevard Mound, MN 55364 Main: 952.472.3555 Fax: 952.472.3775 www.moundfire.com Vision Statement: It's our vision to be known as an innovative and progressive fire department. We are dedicated to the delivery of effective fire suppression, rescue services and quality fare safety education to the public. We strive to offer the best available education and training to our members. We are committed to providing an environment which fosters teamwork among members. We desire to have an atmosphere of open communication which promotes the health and welfare of individual members. This Annual Report is prepared for the Mayor and Councilors for the City of Mound, and also the Mayors and Councilors of the four other cities we serve. This report is also presented to and reviewed with our Mound Fire Commission members. . TIM Shorewood Index Section I Overview & Highlights Pages I — 5 Section II Organization and Staff Information Pages 6 —10 Section III Department Activities Pages 11 — 24 And Performance Measurement Section IV Apparatus & Equipment Pages 25 — 34 Section V Facilities Pages 35 — 37 Section VI Finances & Budget Pages 38 — 46 Section VII Strategic Plan Initiatives Page 47 Section VIII Fire Department Challenges Pages 48 — 55 And General Information Mound Fire Department 2009 Annual Report Overview and Flighlights This Overview and Highlights section provides a general, but important summary of the :Mound Fire Department activities, accomplishments, challenges met for the year 2009. City Manager Kandis Hanson has asked department heads to emphasize (in this years annual report) our challenges and the obstacles we foresee in the future. A summary of the challenges and a bit more detail is addressed in Section VIII of this report. Note: 'this Annual Report is prepared for the Mayor and Councilors for the City of Mound, but also the Mayors and Councilors of the four other cities we serve. This report is also presented to and reviewed with our Mound Fire Commission members. The detail and support documents provided within this 2009 Annual Report provide much more comprehensive information relevant to the Mound Fire Department. Please contact Fire Chief Greg Pederson if you have any questions, comments about the information, or would like to discuss any of the issues. Introduction and Overview The year 2009 was another year of success for the Mound Fire Department. This year we focused on hiring and maintaining our firefighter staff, continuing to implement our Apparatus Replacement and Efficiency Plan, tightening Budgets and Financial Management, reworking and restructuring our fire service contracts, and investigating options for studying and improving our Fire Relief Association Pension Plan. Our well trained aaid active firefighter staff remains our most important asset. Our firefighter staffing level was increased by one firefighter as our staff of firefighters went from 43 to 44 in 2009. The nationwide and local trend is that less people are volunteering as firefighters. We are fortunate to have had much success in hiring and maintaining firefighters. Footnote: we currently have a waiting List of firefighter applicants. It is the dedication and commitment of the Mound firefighters that help uphold the service quality of the Mound Fire Department. In 2009 our calls for service for Fire and Rescue call activity increased slightly from the 2008 levels. Our fire department emergency call outs in 2009 were 551 vs.533 call outs in 2008. Our firefighter response hours for the year were down minimally and about 5% lower than 2008 levels with a total firefighter emergency response hours at 11,155 hours. The commitment of time and effort that is required by firefighters continues to increase (refer to department activity report included). This annual report, like reports in the past will focus primarily on what I consider the key critical components necessary to meet the ever changing needs of the fire service, including: administration and organization issues, staff and resources, apparatus and equipment, facilities, strategic planning, challenges, and budgets (financial support). Organization, Staff Information, Performance Measurement The Mound Fire department continues to maintain a very high level of active volunteer (paid -on- call) firefighter staff. We currently have a staff of 43 volunteer firefighters, plus one full time administrative assistant and a full time fire chief. We currently have a waiting list of applicants for the firefighter position. The following points about organizational resources are supported by the documentation and graphs included in the pages that follow (please refer to the lists, graphs, and charts). • We did hire four new probationary paid -on -call firefighters in 2009, and actually increased our staff of firefighters by one. There were three firefighters that left the department, the reasons they left were due to: 1 left for retirement upon completion of 20 years of service and 2 firefighters purchased a house out of our fire service area (refer to the rosters and organizational charts included). • Firefighter Paul Henry (20 years of service) retired on 5/05/2009, 2 others relocated. • Fire and Rescue calls for service were at a normal level in 2009, but the department remains very active. The overall activity level however was quite demanding with a total of 11,155 personnel hours spent at fires and other emergency calls (refer to 2009 activity report). • Mutual Aid requests and hours for Mound Fire decreased in 2009, but do not expect this to be a trend as mutual aid requests will likely continue to be higher than in the past.. • Our fire department response consistently generates an average of 20 -22 firefighters per emergency call. This high number of responders is an extremely good response, as compared to many other volunteer or paid fire departments. • MIT) firefighters also worked a significant amount of hours on apparatus, equipment, and station maintenance in 2009 for a total of 1.097 hours. • In 2009 our staff training hours was high at 2,541 hours. Our fire department membership is better trained and more diversified than ever before. All of our members are 100% certified as Firefighter I and EMS First Responder, except the new probationary firefighters which are currently being trained. • Our fire department staff including all fire officers and firefighters is skilled as well with a total of 460 years of accumulated firefighting experience. Our firefighters, through hard work and dedication continue to put in many volunteer howl, with a conservative estimate of all work by firefighters in 2009 at 16,480 hours. Apparatus and Equipment In 2009, we made some major strides toward implementation of our Apparatus Replacement and Efficiently Plan. We are making some major changes in our apparatus fleet and making the transition to more efficient lower cost apparatus. Capital Expenditure spending on apparatus and equipment was relatively insignificant in 2009. Changes to our apparatus and equipment fleet and important events were as follows: • We sold our old 1987 Chevrolet 4 WD Rescue truck in February 2009 for $6,500. • We purchased a new Ice and Water Rescue I V Zodiac Boat (to replace leaking 20 year old unit) in 2009 for $1,999. • In 2009, we issued (sold) equipment certificates in the amount of $250,000 for 2010 apparatus and equipment purchases. • Since November 2007, we have removed 6 old fire units (apparatus or boats) from service by either selling them or retiring them • Our 1980 Sutphen 100' Aerial Ladder truck is now 30 years old and will need to be replaced sometime in the relatively near future. The ladder truck has had many operational and functional failures or problems prior to, and in 2008 and 2009. The truck operational failures have often been a major safety concern. NOTE: The cost of replacement for a 100' ladder tuck depends upon the path we choose (i.e. buy new truck, buy used truck, or refurbish existing truck). The cost of a new ladder trick that is similar in size and performance to ours would be approximately $935,000. In any case we need a ladder tuck for fire response and suppression, high level rescue, in support if our fire protection contracts, and our ISO Public Protection Classification in all cities. In 2008, 2009 and early 2010, I reluctantly made a decision to spend $37,615.08 (refer to repair summary) to repair this truck and extend its life for 2 -4 years. The truck is currently functioning, but may need more work to operate effectively. The Fire Commission has asked me to make the ladder truck replacement a priority topic for our 2010 Fire Commission meetings. Note: We continue to analyze and consider new concepts to meet our ever changing needs for fire apparatus and equipment. We believe our fire apparatus replacement program plan considers all of the practical and available options for prudent and cost effective apparatus replacement purchases in the future. The Fire Commission meeting discussions often deal with apparatus needs, replacement plan, and future purchases. Representatives from each contract city are given the opportunity to weigh in on the capital apparatus purchases. Facilities The Mound Public Safety Facility remains ideal for our daily administration, staff activities, apparatus housing, equipment storage, training, and emergency response operations. There were some facility issues that needed attention in 2009 • We implemented several energy saving and efficiency projects for the public safety facility in 2009. The cost savings and payback period is significant in terms of energy savings and dollars saved (refer to spreadsheet list). • In 2009, we had severe degeneration of our concrete on the fire station front apron. The apron needed to be replaced, so we pursued the original vendor which was Kelleher Construction. In the end, the owner of Kelleher Construction agreed to replace a large portion of the concrete apron at his expense. The fire budget paid for the remainder of the cost to replace the concrete apron. Costs: Kelleher $17,000, Mound Fire $12,807, Amcon S 1,500. • In the summer of 2007 during a storm, we discovered that the Public Safety Facility "Back up Power Generator" was wired incorrectly and did not work properly during a power outage. This problem was due to a design error by our original architect Short Elliot Hendrickson. In 2009, Short Elliot Hendrickson agreed to pay $8,500 to correct the wring problem. This rewiring work was completed and all systems are now working well. Facility Notes: We are still interested in the possibility of refinancing the Public Safety Facility Debt (bonds) to lower our expenses and budget. The call date on the bonds is not until 2011. This could be a potential savings in the future if we can achieve lower interest rates. 3 The City Council and City Administrator in Minnetrista have begun to inquire about creating a fire district, especially as Minnetrista develops. At some point in time our friends and neighbors in Minnetrista will be pursuing fire stations in their growing community. The Minnetrista Fire protection project will be a Public Safety necessity for the city in the future. The City Officials in Minnetrista are very supportive of Mound Fire Department and will likely want us to be an active participant in the Minnetrista fire protection plan. We believe we have a great working relationship with all of our fire protection contract cities. Finances and Budget In general, the Mound Fire Department expenses for 2009 were slightly under budget on the operations side. Please refer to the budget summary page in this report for the 2008 budget vs. spending and financial details. C The fire reserve fund balance at the beginning of 2009 was $132,713 with an estimated ending reserve balance of $179,713 at the end of 2009. The fire fund balance will increase by approximately $47,000. • Through careful and conservative spending, the 2009 Fire Budget was under budget by approximately $21,000. • The fire department apparatus repair occurrences and costs continue to rise as our fleet of apparatus gets older. In 2009 we spent a substantial amount of dollars on apparatus repair and maintenance with a total of $ 38,998 vs. a budget of $19,200. This is a ongoing problem that we are working to resolve (refer to the summary sheet on budget vs. expenditures for account 4409) 9 In 2009, I submitted two Assistance to Firefighters Grant (AEG) requests for a new aerial fire apparatus ($935,000) and training ($15,975). Unknown if these two requests will be approved or funded this year. • I applied for a Metropolitan Emergency Services Board Radio grant in 2009, and was awarded with a grant of $13,225 to purchase several new 800 Ml Iz radios. e The Mound Fire Department Relief Association Pension Fund made significant recovery strides in 2009, with a positive investment return of 21.34 %. The MFD Relief Fund gained $723,154 in value throughout 2009 which included the 2009 deposits or contributions (refer to integrated performance review summary report). The fund value at 12/31/08 - $3,391,260 vs. fund value year end 12/31/09 - $4,114,415. NICE! Throughout 2009, the MFD Fire Commission spent several meeting sessions discussing and working on resolving Fire Service Protection Contract issues, primarily related to the facility payment /debt service schedule. We have resolved the contract issues and the Mound City Council has approved the new revised contract. Minnetrista and Spring Park have approved the new contract as well, with Minnetonka Beach and Shorewood expected to follow. Challenges for the Future Many important items remain on our list as challenges that are very important for the future. The critically important items are to be addressed as part of the Mound Fire Department Strategic Plan. Please refer to Section VIII in this report for an overview of the challenges and issues we expect in the future. Strategic Plan and Initiatives In March 2004, I presented a Strategic Plan Initiative with a focus on four key areas including: Personnel, Budget and Financial Management, Equipment and Supplies, and Facilities. Many of the plan initiatives have been completed and /or are ongoing. Significant progress has been made on these initiatives, with more work to be done. Implementation of this strategic plan is essential to the successful fire operations of the Mound Fire Department in the future. A complete summary of the Strategic Plan and department accomplishments for the year 2009 is included in this report (refer to attachment). Summary The year 2009 was a very successful one for the fire department in many ways. We believe we served our customers and residents well by providing a valuable service at a relatively low cost. Our staff of firefighters and office personnel, apparatus, and equipment has continued to be maintained as our key strong elements. We have very nice functional fire station facility. In the future we look forward to improving and expanding our department operations further by partnering with Minnetrista as part of their fire service protection plan. A Minnetrista partnership (and possibly a fire district concept) will Lead to more efficient use of our fire staff, apparatus, and equipment. A fire partnership or fire district will most likely be a financial benefit to Mound, and all of the fire protection contract cities as well. We thank our city officials, staff, fire commission members, and citizens for their continued cooperation and support of the Mound Fire Department. Respectfully submitted, Gregory S. Pederson Mound Fire Chief 4 April 2010 Mound Fire Department 2010 Firefighter Staffing Summary Name Activity /Description Staffing Level All Staff 2007 total of all department staff 48 (Includes chief and administrative) All firefighters 2007 total MFD volunteer staff 46 Jerry Rieke resigns after 4 years on March 4, 2008 45 Kevin Grady retired after 20 years on August 11, 2008 44 Paul Henry retired after 20 years on May 5, 2009 43 Matt Kdam (1.5 years) purchased a home 5/22 out of service area 42 6.4 miles away and resigned 6/09 Rod Stevens (8.5 years) purchased a home 7/31 out of area in 41 Norwood Young America and resigned 8/09. Hi red four new probation firefi 10/0 45 Kevin Sipprell (19 years) retired after 20 years served on 04/0610 4�4� Other considerations Dan Grady (18.5 years) probably will retire in December 2010 1 Jim Casey (19 years) health and workers compensation `' Issues and may not return to effective duty. Steve Henkels (7.5 years) Military deployment for 12 -15 months temporary LOA Return expected, but not 100% sure Jeff Andersen (28 + years) Rick Williams (25 +years) All can retire anytime fully vested pension - 4 ( ?) Greg Palm (25 +years) Tim Palm (20 years) I Mound Fire Department 2415 Wilshire Blvd. Mound, Minnesota 55364 Chain Of Command and Officer. Rank Safety Officer Fire Marshal or as Designated by I.0 01/04/10 Effective date: April 12, 2010 Term Expires Chief 1 - Fire Marshall Greg Pederson Not Applicable Chief 2 - Asst. Chief Jeff Andersen 12 -31 -2011 District Chief 11 Rick Williams 12 -31 -2010 District Chief 21 Greg Palm 12 -31 -2010 Captain 11 Tim Palm 12 -31 -2010 Captain 12 Matt Hentges 12 -31 -2011 Captain 14 Dennis Woytcke 12 -31 -2010 Captain 15 Matt Jakubik 12 -31 -2011 Captain 16 Kevin Flaig 12 -31 -2011 Deputy Fire Marshall Tony Myers 12 -31 -2011 Lieutenant 11 John Larson 12 -31 -2010 Lieutenant 12 Brian Berent 12 -31 -2010 Lieutenant 14 Mike McCarville 12 -31 -2010 Lieutenant 15 Ben Foster 12 -31 -2010 Lieutenant 16 Open Position 12 -31 -2010 Fire Investigator /Inspector Tony Myers 12 -31 -2011 Asst. Fire Investigator /Inspector Brian Gorman 12 -31 -2012 Safety Officer Fire Marshal or as Designated by I.0 01/04/10 Effective date: April 12, 2010 Mound Volunteer = ire Department 2415 Wilshire Blvd. Mound, Minnesota 55364 20310 Fire Officers and Companies ON Fire Chief: Greg Pederson District Chief 11: Rick Williams Medical Director: Kevin Sipprell Engine Co. 1 (18,24,25) Capt. 16 Kevin Flaig Lt. 12 Brian Berent Dan Grady Paul Babb Bob Crawford Jason Maas Jason Rice Mike Foley Assistant Chief: Jeff Andersen District Chief 21: Greg Palm Fire Investigator: Tony Myers Engine Co. 2 (29,33,35) Capt. 12 Matt Hentges FM 1 Tony Myers Ed Vanecek Rich Rogers Roger Kryck Bruce Gustafson Jim Casey - leave Bryan Gorman Deputy Fire Marshall: Tony Myers Training Officer: Matt Jakubik Asst. Fire Inspector: Bryan Gorman Truck - Ladder Co. (17,26) Capt, 14 Dennis Woytcke Lt. 11 John Larson Ben Gottschalk Matt Svihel Aaron Crandall Jeff Harrison Shawn Hayes Mike Shepherd Rescue Co. 1 (19, 34, new) Heavy - Special Rescue Co. (22,28,37) Capt. 15 Matt Jakubik Capt, 11 Tim Palm Lt. 15 Ben Foster Lt. 14 Mike McCarville Darren Poikonen Chris Pounder Steve Henkels - leave Derak Anding Josh Clemons Andy Drilling Paul Jolicoeur Matt Morris Mark Lee Tony Bolden 01/04/10 Jeremy Spader Effective date: April 12, 2010 Chief 1 Chief 2 Dist. Chief Dist. Chief Captain 11 Captain 14 Lieut 11 Captain 12 Captain 15 Fire Marshal Captain 16 Dent 12 Lieut 14 Lieut 15 Probationary Probationary Probationary Probationary 1 2 3 4 5 7 8 9 10 1? 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 MOUND FIRE DEPARTMENT Seniority List Over 20 years 15 - 20 years 10 - 15 years 5 -10 years military leave 13 -14 months workers comp 12 months Under 5 years Seniority List 072809 x1 Ly NAME START DATE EQUIP. # GREG PEDERSON 2x3/1975 18 JEFF ANDERSEN 9122/1980 31 RICK WILLIAMS 11/7/1983 22 GREG PALM 2/6/1984 15 TIM PALM 51111989 17 DAN GRADY 1213/1990 9 EDDIE VANECEK 1114/1991 34 DENNIS WOYTCKE 3/2/1992 24 PAUL BABB 9/13/1993 28 CHRIS POUNDER 9/13/1993 36 BOB CRAWFORD 3/21/1994 6 JASON MAAS 5/2/1994 32 JOHN LARSON 3/6/1995 5 RICH ROGERS 10116/1995 19 ROGER KRYCK 12/411995 27 BRUCE GUSTAFSON 2/511996 11 MATT HENTGES 5/6/1996 14 MATT JAKUBIK 11/17/1997 37 TONY MYERS 5/4/1998 33 DARREN POIKONEN 12/19/1998 30 KEVIN FLAIL 4/1911999 7 BRIAN BERENT 4/2412000 1 STEVEN HENKELS 9/10/2001 2 JIM CASEY 11/4/2002 4 MIKE MCCARVILLE 1/612003 35 JOSH CLEMONS 5/10/2004 23 MIKE FOLEY 5/10/2004 16 PAUL JOLICOEUR 5/10/2004 39 MARK LEE 5/1012004 40 DERAK ANDING 7/26/2004 3 JASON RICE 7/2612004 42 ANDY DRILLING 5/20/2006 25 BEN FOSTER 5/20/2006 29 BEN GOTTSCHALK 5120/2006 26 TONY BOLDON 11/512007 12 BRYAN GORMAN 11/5/2007 21 MATT MORRIS 11/512007 44 JEREMY SPADER 11/5/2007 45 MATT SVIHEL 1115/2007 46 AARON CRANDALL 101512009 8 JEFF HARRISON 10/5/2009 10 SHAWN HAYES 10/5/2009 38 MIKE SHEPHERD 10/5/2009 41 Over 20 years 15 - 20 years 10 - 15 years 5 -10 years military leave 13 -14 months workers comp 12 months Under 5 years Seniority List 072809 x1 Ly Mound Fire Dep„ 5 Mound Fire Department 2009 Activity Report 2008 vs. 2009 2008 2009 Fire / Rescue Calls In Our Primary Service Area 517 542 Mutual Aid Calls Out Of Our Service Area 16 9 Total Of All Fire / Rescue Calls Including Mutual Aid 533 551 Fire / Rescue Personnel Hours In Our Primary 10,888 10,735 Service Area Mutual Aid Fire / Rescue Personnel Hours 898 420 Fire / Rescue Personnel Hours Including Mutual Aid 11,786 11,155 Fire 1 Rescue Personnel Hours Including Mutual Aid 11,786 Maintenance Hours 1,304.5 Training (In House) Hours 3,276.5 11,155 1,096.5 2,541 Mound Minnetrista Spring Park Minnetonka Beach Shorewood Total Mutual Aid Calls Mutual Aid Hours TOTAL HOURS Mound Fire Department Firefighter Hours Breakdown by City 2007 58% 7,242 63% 2,312 20% 1,356 12% 522 4% 149 1% 11,581 100% If: 6357 58% 2010 19% 1865 17% 581 5% 75 1% 10,888 100% Mutual Aid 2007 10 459 fFW - I 11,786 2009 6,067 57% 1,824 17% 1,889 18% 604 5% 351 3% 10,735 100% 2009 9 420 11,155 Mound Fire Department 2009 Activity Report EMERGENCY CALLS FIRE /RESCUE CALLS 2009 IN OUR PRIMARY SERVICE AREA 542 MUTUAL AID CALLS 2008 OUT OF OUR SERVICE AREA 9 TOTAL OF ALL FIRE /RESCUE CALLS IN 2009 551 INCLUDING MUTUAL AID FIREFIGHTER EMERGENCY HOURS FIRE /RESCUE PERSONNEL HOURS 2009 IN OUR PRIMARY 10,735 SERVICE AREA MUTUAL AID FIRE /RESCUE PERSONNEL HOURS 2009 420 FIRE /RESCUE PERSONNEL HOURS 2009 11,155 INCLUDING MUTUAL AID FIREFIGHTER HOURS BREAKDOWN FIRE /RESCUE PERSONNEL HOURS IN 2009 11,155 INCLUDING MUTUAL AID MAINTENANCE HOURS IN 2009 1,097 TRAINING (IN HOUSE) HOURS IN 2009 2,541 TRAINING (OUTSIDE) HOURS IN 2009 192 MEETING HOURS IN 2009 1,120 PUBLIC RELATIONS / FIRE PREVENTION 375 TOTAL VOLUNTEER HOURS FOR 2009 16,480 oz Mound Fire Department Call Breakdown by City for 2009 Total 542 250 292 10,735 100% Mutual Aid Breakdown By City For 2009 Maple Plain Medina Orono Minnetrista Loretto Calls i Fire Related I Rescue I # of Personnel Hrs. 3 3 City # of Calls I Fire Related I Rescue I # of Personnel Hrs. % of Total Mound 318 129 189 6,067 57% Minnetrista 77 48 29 1,824 17% Spring Park 102 44 58 1,889 18% Minnetonka Beach 34 22 12 604 5% Shorewood 11 7 4 351 3% Total 542 250 292 10,735 100% Mutual Aid Breakdown By City For 2009 Maple Plain Medina Orono Minnetrista Loretto Calls i Fire Related I Rescue I # of Personnel Hrs. 3 3 0 116 1 1 0 105 1 1 0 32 3 3 0 78 1 1 0 89 Fire Dept. Maple Plain Hamel Long Lake St. Boni Loretto Total GRAND TOTAL 551 259 292 11,155 MOUND FIRE DEPARTMENT ACTN,. ,'REPORT Emergency Response and Firefighter Hours Detail 2009 Month Flrefinhter YTn YTn Month FIRE INSPECTOR ACTIVITY - SUMMARY FOR MONTH City Call Type Calls Hours Calls Hours Calls Hours Calls Hours MOUND Fire Emergency 12 15 236 288 129 189 2,757 3,310 4 11 58 208 137 1 7 1 2,922 3,435 MI NNETONKA EACH Fire Emergency 2 0 21 0 22 367 2 37 2 0 37 0 20 9 397 184 MINNETRISTA Fire Emerg 3 2 52 43 48 29 1,291 533 _ 4 4 96 72 50 31 1,342 668 SHOREWOOD Fire Emergency 0 1 _ 0 21 7 4 278 73 0 0 0 0 _ 1 4 9 66 SPRING PARK Fire Emergency 3 3 62 59 44 58 902 987 4 6 92 11 32 62 695 1,170 _ MUTUAL AID Fire Emergency 1 0 89 0 9 0 420 0 2 0 53 0 14 2 850 48 Total A ctivity All Cities Fire and Emergency 42 __ L __ 871 551 11,155 37 729 533 11,786 Monthly Activity FIRE CALL 21 16 _ EMERGENC CALLS 21 21 COMMERCIAL 8 5 _ RESIDENT 27 30 _ INDUSTRIAL 0 0 GRASS & MISCELLANEOUS _ 5 6 _ AUTO 2 _ 0 FALSE ALARM / FIR ALAR 11 _ 5 i FIREFIGHTER ACTIVITY- SUMMARY FOR MONTH 2009 2008 Category i Month YTD Mont _ _ FIRE R ESPONSE HOUR 455 5,920 336 6 EME RGENCY RESPONSE HOURS 411 5,180 390 TOTAL FIRE/ EMERGENCY HOURS 866 11,100 726 _5,563 MUTUAL. AID REC EIVED C 6 0 _1__1,786 6 MUTUAL AID GIVEN 1 9 _ 2 __ 1 6 TRAINI %DRILL HOURS 725 2,541 202.5 _ 3.276.5 MONTH necevm ber -09 2008 Fwofinhter YTn YTD Waidron &Assoc. City Month / YTD Month /_ Mtka. Beach _ _ Minnetrista Shor ewood _ Spring Park _ Mound Fire Department 2009 Fire / Rescue Total Calls by City 350 300 250 200 N b U 150 100 50 0 City E3 Cal Mound Spring Park Minnetrista Minnetonka Shorewood Mutual Aid Beach MFD Fire / Rescue Call History 900 800 700 600 N ti 500 w o a� E 400 z z 300 PZN 100 0 I� 1b w o 1 2 wa -� q�b co C�ti 9a C�° �� o0 0 Do ti oo a oo ° oo a ti ti ti ti ti Year 120 WIN EY0, N 60 M 20 0 Mound D e pa rtment — l.. • • 5 . Year - - - - - - -- - -- - -- �-- �ireA - False Alarm � 2002 2003 2004 2005 2006 2007 2008 2009 7,000 • 111 5,000 4,000 L O = 3,000 2,000 1,000 0 Mound Fire Department 2009 Firefighter Hours by City City 0 Cal l i Mound Spring Park Minnetrista Minnetonka Shorewood Mutual Aid Beach 16 M MA N U 10 � Q is 8 3 6 A! Pa N Mound Fire Department Breakdown of Mutual Aid Calls 2002 -2009 Year D Given M Rece 2002 2003 2004 2005 2006 2007 2008 2009 1000 900 800 700 600 N s. ' 0 500 400 300 200 100 0 2002 2003 2004 2005 2006 2007 2008 2009 Year � I El Hours Mound Fire Department Mutual Aid Hours 2002 -2009 1,800 1.600 1,400 1,200 9,1120 L 4 7 Q 800 600 400 200 0 Years ED Maint 2002 2003 2004 2005 2006 2007 2008 2009 Mound Fire Department In -House Firefighter Training 3,500 3,000 2,500 r e cn 3 0 Z 1,500 1,000 NOR U Years STRAINING 2002 2003 2004 2005 2006 2007 2008 2009 Mound Department ' is I'll ♦ • i 8 7.8 7.6 7.4 WA d 7 6.8 6.6 6.4 6.2 6 IY- E Minute 2002 2003 2004 2005 2006 2007 2008 2009 Mound Fire Department 2008 Apparatus Utilization and Response Concepts We must - evaluate and implement a short term and long term plan that reconfigures our apparatus and equipment fleet, and then implement response sequence changes that are more appropriate, efficient and effective. €3_ig, Ir ire" , "Small lire" "EMS" Pi Accident S kecial Hazard Service Calls No Major change Smaller Apparatus Smaller Apparatus? Change response 2009' or beyoiz 201x9 or be on Late in 200 JS Comments, Concepts, Action Items and Implementation Steps: Not Sure, needs TBD Change Response 2009 ar beyond 1. Dispose of some of our OLDER JUNK apparatus that we do not need! (i.e. F- Troop, Garnma Goat, R19) 2. Evaluate our utilization of each apparatus and apparatus type to determine usefulness and justify future purchases. 3. Better utilize our Existing Apparatus by establishing and redefining each apparatus purpose (Grass #11, Utility #22) 4. Brainstorm about better and more sensible apparatus purchases while considering our ISO PPC rating ... $S$$ 5. Possibly reduce the numbers of apparatus, replace apparatus we need, have better newer equipment, or at a minimum less expensive apparatus when BIG BUCK HIGH TICKET $$ trucks are not needed. 6. End Result: Newer -- Better - More Efficient - More Appropriately Equipped - Less to Maintain, Check or Test, and Repair - Ready for Anything Apparatus Random thoughts: 1. Our emergency response calls are more unusual and bizarre than ever before - we get called out for anything and everything which requires a NEWSET ofRules and Tools! 2. Actual Fire calls are Less than in the past, special calls for services are more than ever. 3. We need a smaller well equipped (loaded with stuff) combined use vehicle for Special Response Calls, EMS, Service Calls, Duty Officer, Light Response Vehicle. 4. Our small Grass Rig Mini- Pumper works well and needs more use! 5. Our Utility Truck #22 needs to be reengaged and out back into the mix, but needs a revamp of inventory, tools and equipment to make it more useful. 6. We need to determine if we are prepared for all types of calls and what we might want to add to our toll box of tools and training. What types of calls should we train for? What kind tools and equipment do we need that we don't have? will be working on his project in October and November 2008! Mr' MOUND FIRE DEPARTMENT August 2009 Apparatus Response and Use Considerations: As a general rule, our existing apparatus response sequencing will not require an overhaul or even major changes, however new apparatus, new apparatus types, and the use of duty officers or smaller response duty crews will warrant some changes in the near future. 2. Response sequencing of the new forthcoming apparatus needs to be considered and determined for apparatus bay placement of all apparatus. We should plan for apparatus arrival prior to arrival. 3. It is very likely that MFD will have a structured Duty Officer or Duty Crew Program in the near future, depending on the results of a study on call response types and history study (4 year study is currently in progress now — refer to study example). 4. To justify the purchase of two new pieces of apparatus in 2010, we must acquire and utilize the new apparatus quickly; get rid of the old apparatus as soon as possible, then ultimately meet a goal of becoming more efficient and reducing operating and maintenance costs. NO WAVERING! 5. The apparatus names and /or Alias need to be determined now for CAD designation, development of new code plugs, and all radio programming (including the new radios). 6. Our new (to be ordered) 1250 GPM — 2000 Gallon Tanker Pumper needs to be a first line truck and be utilized much more than our existing tankers. This truck cannot sit in the station with limited use as our old tankers did (refer to MFD apparatus utilization study data). The new (to be ordered) 2010 SUV is intended to make us more efficient and more effective with apparatus use and costs of operation. This unit must be used regularly to improve operations, justify its purchase, and to satisfy our smaller vehicle needs including: basic EMS, Hazardous Conditions calls for service, and duty crew or duty officer calls. This vehicle needs to be on the road often and visible. 8. Apparatus use and flexibly of apparatus use is more important than ever before with tight budgets and less major fire responses; however we must continue to meet our fire contract obligation and the needs of all five cites we serve. 9. Our next apparatus TOP Priority needs to focus on a Ladder Truck including: finances, saving money or budgeting, and replacement plan concept. 10. Our MFD Insurance Services Office Public Protection Classification ratings must be supported, and general improvements in fire department operations must continue to be vital. Mound Fire Department January 2008 Annual Apparatus Costs to Compile, Evaluate, and Consider Project Description: Compile financial data for all of the fire truck /apparatus related expenses for the existing MFD overall fleet costs per year. Then evaluate the accumulated cost data for each individual piece of apparatus and /or equipment to better understand the cost vs. utilization vs, value added of each piece of apparatus. Goals of Project: Determine the best possible direction and plan for fire apparatus replacement including; the most cost effective and efficient plan for owning and operating fire apparatus and equipment. Costs to be considered: • Apparatus Replacement Fund savings contribution made each year • The cost of money (leasing, borrowing, interest) • Apparatus and other equipment repair expenditures (account #409) • Down time expenses and transportation costs to the repair facilities • Insurance costs for each apparatus • Fuel costs for each apparatus • Annual inspection, service and maintenance costs for each rig • Annual pump test costs for all engines /pumpers • Annual ladder testing costs (for those with ladders) • Equipment and supply costs for stocking each apparatus • Tires, oil, and other maintenance costs (supplies) • General clean up, maintenance time and associated costs Expected or possible outcomes: Reduce our annual operating and maintenance costs. Increase our replacement budget and costs related to new apparatus purchases, but combine, consolidate, and utilize apparatus more frequently. Ultimately, have better fire apparatus and better equipment to serve all of our customers. The end result might be to have a few less pieces of apparatus that are more versatile at a reduced overall cost, or at a minimum similar cost. GSP 012508 97 MOUND FIRE DEI ._ - ,TMEN'I' APPARATUS REPLACEMENT AND CONDITION REPORT SUMMARY Unit # Description Primary Purpose Condition Projected Life Replacement Cost' Comments 16 1954 Dodge Grass Rig Grass Fires Poor SOLD DNR - Free£;E $25t563YM 1'172SfOT - nttF, EtSfE tCt t,ESe 17 1981 Sutphen Ladder w/1500 gpm Pump Ladder Truck 4th Engine Poor 3-5 Years $935,000 - Significant dollars spent to repair 2009/2009 Truck life to be extended due to replacement cost 18 1984 Ford 1250 gpm Pumper 3rd Response Engine Fair 1 -2 years $255,000 TcsBB 19 1987 Chevrolet Rescue -4WD 1stRespnseonMedicals Poor SOLD $125,000 3AL f.�Fbr$8.``r#16 22 1990 E -One Heavy Rescue 1st Response Fire - HazMat Fair 4 -5 years $225,000 Overall good equipment truck, but aging 24 1996 Freightliner 1250 gpm Pumper 2nd Response Engine Good 8 -10 years $255,00 $10 -12 K spent on pump repairs - past 12 mo. 25 1973 Mack 2000 gal. Tanker 2nd Response Water Truck Poor SOLD $130,000 7wo Row iCQ. f55F fl$dt� 26 1999 Ford Crew Pickup Truck Utility Multi - Use Good 5 -7 years $38,000 No immediate concerns or issues 27 1970 Gamma Goat Grass Rig Grass - Brush Fires Poor RETURNED DNR - Free 28 7 2001 19' Silver Wolf Rescue Boat Water Rescue Excellent 10 -12 years $48,000 No issues 29 2003 Salisbury 1500 gpm Pumper lot Response -New Engine Excellent 12 years $285,000 Delivered May 2003 - No issues 30 Harzardous Materials Trailer Haz Mat Responses New 20 years $50,000 No issues 32 1999 Chevrolet Blazer Chiefs Response Vehicle Fair SOLD $12,000 (used) x"407.) 34 1998 Ford F -Super Duty list Response on Medicals Very Good 8 -10 years $ 56,6 65 (used) Bought used Rescue Truck from EPFD 2006 35 2007 Freightliner Tanker Pumper lot Response Water Truck NEW 20+ years $167,255 New delivered on July 20, 2007 Minnetrista Purchased this truck 36 1998 Chevrolet Tahoe 4X4 1st Response Chief Vehicle Fair 1 -2 years $32,000 Purchased used and needs some TLC lights, siren, and maintenece work 37 2008 Polaris Ranger 6x6 ATV Special Rescue NEW 12 -15 years $11,800 New delivered fall 2008 38 2009 Zodiac 11 Ft. C -340 - 15 HP Rescue Boat NEW 15 years $1,999 Purchased new in 2009 to replace old Zodiac 39 2010 Chevrolet Tahoe 4 x 4 Light Rescue Duty Officer NEW 20 years $29,622.00 Purchased new in 2010 40 2010 Freightliner 1250 GPM Pumper Tanker Ist Response Engine NEW 20 years $217,840.00 Purchased new in 2010 Note: Replacement costs are based upon estimates only and are at 2010 prices_ MFD Apparatus Condition Report - Apparatus Updated 04/13/10 Mound Fire Department - 2009 Apparatus Replacement and Cost Reduction Plan Cost Life Replaement Priority I I Apparatus Description Proiect Description I Estimate Expectancy I I Plan Year 2 2 2 Aerial Ladder - 100 foot Refurbish existing Sutphen Aerial Ladder $ 280,000 12 years 2012 -15 Platform w/ 1500 GPM pump Truck using current components as appropriate or Aerial Ladder - 100 foot Purchase a 100 ' Platform Aerial Ladder "truck, $ 400,000 15 years 2012 -15 Platform w/ 1500 GPM pump used or a demo unit and sell exisiting Sutphen or Aerial Ladder - 100 foot Purchase new 100' Platform Aerial Ladder $ 950,000 20 years 2012 -15 Platform w/ 1500 GPM pump Truck and sell existing Sutphen unit 4 Medium SUV Chief Officer Purchase a new medium SUV and equip for $ 30,000.00 12 years Future (Ford Explorer or similar) Fire Chief or Officer directly to scene response 1 Pumper Tanker - 2500 gallon piece of equipment and creates more flexibility $ 215,000 12 -15 years 2009-2010 w/1,250 GPM pump -Foam Pro and more usage of apparatus. 3 Large SUV EMS and Special Purchase new large SUV and equip for EMS $ 48,000 12 years 2009 Response multipurpose SUV and special response type incidents. Move inlcudes equipment (Chevrolet Suburban or similar) exisitng EMS vehicle to PI and water incidents or or CITY OF MOUND Your File Name: CIP2010 Prepared By: G. Pederson CAPITAL IMPROVEMENT PROGRAM FUND: DEPARTMENT: PROJECT TITLE: SCHEDULE START: SCHEDULE COMPLETION.: Fire Apparatus Replacement Fund Fire Department - Fire Truck Replacement Program 2007 On -going P ROD. NO.: LEVEL: - PAGE NO.: Fire 001 1 - Critical 1 of 4 DESCRIPTION & LOCATION Replacement program that replaces old obsolete fire apparatus with new and better fire apparatus PURPOSE & JUSTIFICATION Continue to replace fire trucks to meet the needs of the community and to improve department capabilities FUNDING: By all contract fire se rvice cities including Mound. Approximately 55 - 60 %funded by the city of Mound t COST CATEGORY 2007 2008 2009 2010 2011 2012 TOTAL 2013 -2018 1) T anker Truck 3000 gal. $170,000.00 $0.00 2 ) a nker Pumper 2000 ga $28,400.00 $28,400.00 $28,400.00 $84,000.00 $170__,400.00 3_)4_- Wheeler Utility 5) E merg. Prep. SUV $8,000.00 $3,900.00 $3,900.00 $3,900.00 $8,01 $11,7 _00.00 400 .'00i $23,400.00 _ 6 ) Fi re Pumper 1500GPM $2 _ _ 7) H eavy Rescue Utility $205,000.00 T otal Expenditures $170,000.00 $8,000.001 $0.00 $32,300.00 $32,300.00 $32,300.00 $103,700.00 $968,800.00 T ruck Fund Contribution $44,000.00 $39,000.001 $47,000.00 $16,985.00 $22,000.00 $24,000.00 $192,985_.00 _ ruck Fund Balance $151,713.00 $168,698.00 $190,698.00 $214,698.00 12020 or beyond 12019 or beyond 10/6/2004 - updated November 2009 Capital Improvement -Fire Apparatus - Budget Financial Update 030310 Apparatus - Equipment IIenn. Radio Alias 'Al MOUND FIRE DEPAR'T'MENT 2010 Apparatus and Equipment Unit Numb D es cripti on of Appar Radio Alias I Comments # 17 1981 Sutphen Aerial Ladder Ladder 411 Top replacement priority # 18 1984 Ford Pumper Engine #14 Sell in fall 2010 # 22 1990 E -One Utility Heavy Utility #11 Equipment Command Vehicle # 24 1996 Freightliner Pumper Engine #12 �tielria�sngtlie # 26 1999 Ford F 250 Crew Utility #12 ecmesner servic # 28 2001 19' Silver Wolf Boat #11 # 29 2003 Salisbury Pumper Engine #11 ?ngiue##71 #30 2003 Pace Am. HazMat Trailer HazMat #11 lasc I3azlv #1 HazMat "frailer 433 1986 Chevrolet 1 "Con Grass #11 Grass Rig Mini Pumper # 34 1998 Ford F -Super Duty Rescue #11 # 35 2007 Freightliner Tanker Pumper Tanker #11 750 GPM -3000 Gallon Tank # 36 1998 Chevrolet Tahoe Utility #13 Chiefs Comma Vehi clj #37 2008 Polaris 6 x 6 SUV Utility #14 #38 2009 Zodiac 11' C340 -15 HP Boat #12 sivg�ti24C19� 39 2010 SUV — Tahoe 4 x 4 Rescue #12 ew 21 t; serui e 2{IlC3 # 40 2010 Freightliner Tanker Pumper Engine #13 its seuiee 2f?I 1250 GPM — 2000 Gallon Tank Update 030310 Apparatus - Equipment IIenn. Radio Alias 'Al Mound Fire Department - 2008 Operations Planning and Apparatus Replacement Program Project Goals • Safety of firefighters • Efficiency of FD Operations • Operational cost effectiveness and cost controls • Capital Equipment cost effectiveness and cost management • Purchase and utilization of appropriate resources for situation • Ease of use, less repair maintenance, lower maintenance costs • Reduce (slightly) the number of apparatus via multi - purpose apparatus and more frequent use diversification • Eliminate apparatus "Overkill' where appropriate • Own and operate newer, better more functional apparatus 3E Apparatus Concepts & Considerations w Reconfigure our apparatus fleet more appropriately for the changing response requirements of today, based upon call type and the various call type volume /needs. ■ Continue to support our ISO Public Protection Classification m Evaluate and possibly change our MFD philosophy of saving old fire and rescue apparatus, so not to continue investing repair dollars in worn out or obsolete apparatus and equipment. Apparatus Concepts and Considerations • Bigger is not necessarily better in all applications! • In some cases large apparatus are a necessity, but not all cases • Downsize where appropriate and where it makes sense • Big Fire, Big Trucks, Small Incident, Small Trucks! • Design and build our fleet for a specific purpose, but when it comes to calls for our services — anticipate, expect, and prepare for responses that will likely be anything and everything. 111. Apparatus Costs to Consider (per year) • Annual Apparatus Replacement Fund contribution $$ amount • Apparatus repair costs - other equipment repair account #409 • Down time and transportation costs (to repair facilities) • Insurance costs for each apparatus • Fuel costs for each apparatus • Annual inspection, service & maintenance costs for each rig • Annual pump test for all engines /pumpers • Annual ladder testing (for those with ladders) • Equipment costs for each rig _■ "Fires, oil and other maintenance costs (supplies) ■ General clean up, maintenance and associated costs Apparatus Priorities and Concepts Refer to List �h' y- MEMORANDUM TO: Kandis Hanson [ROM: Carlton Moore, Public Works Director Greg Pederson, Fire Chief DATE: December 2, 2009 RE: I Energy Cost Savings at City Facilities As you are aware, city staff has been working on various projects to save energy and reduce expenses at the city owned buildings. Several of these cost saving projects have been completed, while others will be implemented by the end of December 2009. One major project included an energy audit of our city facilities lighting systems. The energy audit determined that conversion of our lighting to newer more efficient bulbs would be very cost effective. Importantly, Xcel Energy offers a program that provides rebates on the lighting conversions. This project has been completed which will provide energy savings and cost benefits to our budgets for years to come (refer to attachment page from Border States indicating costs and cost savings detail). Several other cost management or energy savings projects are underway at other city facilities as well. These projects are summarized on the 2009 Budget Management and Cost Control Initiatives report which is attached. Our estimates forecast a total annual cost savings of 512,843 per year beginning in 2010 for this group of projects. These cost savings will positively impact several facilities and budgets in the future. Cc Catherine Pausche attachments v City o; <ound ti 2009 Budget Management Budget or Project Description Facility Impacted • Lighting System Analysis and Upgrades City Hall to numerous city buildings Public Works Parks Building and Cost Control Initiatives November 2009 Estimated Annual SavinVs Comments $ 4,519.03 Excel Energy— Building Energy Efficiency S 1,318.71 Program, remove and replace all light bulbs $ 1,029.06 in facilities with new more efficient bulbs_ • Lighting System Analysis and Upgrades Public Safety Facility (Phase I) • Lighting System Analysis and Upgrades Public Safety Facility (Phase II) $ 1,938.87 Excel Energy— Building Energy Efficiency Program, remove and replace all light bulbs In facility with new more efficient bulbs $ 600.00 Excel Energy Program with rebates — add Electronic light control sensors to various areas of facility to automatically shut off lights based upon occupancy and needs. Energy Audit Lighting Project An nual Savings TOTAL $ 9,405.67 Other Important Projects • Evaluate all of the city Life Safety vendor All facilities including contracts and consolidate vendors to achieve Indian Knoll Manor better service and volume discounts. • Improve efficiency of Heating and Air Public Safety Facility Conditioning systems by upgrading HVAC economizers, air mixers, and control interface. • Reanalyze 20f Heating and Air Conditioning Public Safety Facility zones in facility, including occupancy times and schedule, then reprograrn HVAC Delta Digital control for efficiency and comfort. refer to attachment with cost and payback, return on investment, and analysis detail $ 1,078.00 Contract with common vendors for special life safety and code required services, Le. Fire Alarm monitoring, Sprinkler System annual inspections, fire extinguishers. S 1,200.00 Heating and Air Conditioning system operating costs will reduce due to less Natural Gas and Electricity use (every year) $ 800.00 Will better utilize the high tech capabilities of the DELTA electronic thermostat, but requires economizer upgrade to be effective. A more efficient comfortable building 20, 3udget Management and Cost Control Initiatives (cont) Reprogram "Blue Box" digital electronic Public Safety Facility lighting control system to change exterior lighting schedule. • Change our MN State required Fire Incident Fire Department Reporting system software to the new Image Trend (a free software program). • Eliminate the Fire Officers alpha numeric Fire Department fire pagers and replace with new cellular phone text messaging technology (free). e Apply for grant $$ for needed 800 MHz Fire Department Mobile and Portable Radios needed in two new Fire trucks (trucks on order). • Go green! Plan for and purchase smaller, Fire Department more efficient, less costly to own and operate fire response vehicles /apparatus, as apparatus must be more versatile to be utilized for all types of incident responses. Total Estimated Annual Savings on these Projects $ 360.00 Some of the facility exterior light schedules will change so lights turn on later and turn off earlier (as circuits allow). $ 630.00 Need this software to have the capability to electronically report all Mound Fire FD responses to State Fire Marshall (eliminate Firehouse Software use, training required) $ 720.00 Fire Officers will receive all fire call page outs from Hennepin County Dispatch via personal cellular phones and text messaging. $ 10,580 Grant funds for radios awarded to MFD by Metropolitan Emergency Services Board in 2009. One time savings only, not annual savings, but still significant $$_ WIP - unknown Will require a significant change to FD fleet configuration (over time) to meet the ever changing fire department emergency call types and volumes. $ 14,193 Does not include fire apparatus plan savings IMPORTANT NOTE: there are initial costs associated with some of these projects with very good return on investment. 11/24/09 GSP MFD 2009 Budget vs. Expenditures - Summary (Budget) 2/2/12010 2010 Projected Year End Balance MOUND FIRE DEPARTME"T 2009 BUDGET VS. EXPENDITURES - SUMMARY OPERATING BUDGET Category 2009 Budget 2009 Actual Variance % Expended Operations $ 539,247.00 $ 539,707.87 $ 460.87 100.09% Capital Outlay $ 27,187.00 $ 18,187.21 $ (8,999.79) 66.90% Building Rental $ 291,776.00 $ 291,776.00 $ 100% Fire Truck $ 47,000.00 $ 47,000.00 $ 100% Replacement ,5,3 921 Pension $ 133,500.00 $ 133,500.00 $ 100% Contribution Tot 1,090,71.156 Other Revenue $ $ (379,220.05) $ (379,220.05) Other Expense $ $ 366,016.52 $ 366,016.52 F36,7-40A t 3�#518,5fr . $ 2t FIRE TRUCK REPLACEMENT (RESERVE) 1/01/09 Balance 2009 Contribution 2009 Expenditure 2009 Interest 12/31/09 Balance $ 132,713.00 $ 47,000.00 $ $ $ 179,713.00 Overall fund balance audited 2010 Fund Contribution$ "Se1 MFD 2009 Budget vs. Expenditures - Summary (Budget) 2/2/12010 2010 Projected Year End Balance F11 N Exam Minnetonka Beach 7.3% ►/ • • 55.3% 7innetrista 23.6% horewood 2.3% Im 11.5% Mound Iii Department Aerial Truck Repairs Problems Date Vendor Work Performed Cost 8/20/08 EAM — Emergency Hydraulic Valve Block, Transmission Filter, hydraulic oil, $10,277.25 Apparatus Suction Tube Strainer, O -Ring, Transmission Fluid Maintenance a 12/5/08 EAM — Emergency Contacts AMPS, Air Drier, Hydraulic Swivel, Custom Upholstery, $17,622.08 Victaulic 4" Roustablut Style, Compressor Discharge hose, Compressor Discharge, Hose fittings, Gauge 4 %z ", Dome Lamp switch, Gauge 2 ' / ", BOW 30x600, Electrical connector, Valve repair kit, Hale Repair kit, hom electric over air solenoid 2/4/09 Dusty's Body Shop Remove /re- install It front w/o trim, handle & S.S. trim, Repair It $3,167.50 wheel opening panel, Remove /re- install rt front w/o trim, handle & S.S. trim, Repair rt wheel opening panel, additional labor sand & buff repairs, Remove/Replace rt front outrigger cover, sandblast Outrigger Lower feet, Refinish outrigger lower feet 2/24/09 EAM — Emergency Alternator belts bad, main drain located at bottom of pump leaks $494.86 continually 7/27/09 EAM — Emergency Difficulty getting ladder to raise from bucket, check from j ack leg $4,291.23 cylinders for hydraulic leak -- possible hose or cylinder, replace passenger side mirror glass, difficulties & unable to get bucket to level, no reverse lights 1/6/10 EAM — Emergency #L & #2 Discharge valves leaking — 2 'h" hale, fails dry vac, tag pump, $1,762.16 drivers side intake gasket leaking, tank fill valve leaking GRAND TOTAL $37,615.08 Estimate Reel replacement that is loaded w/ 22 conductor cables $14,577.00 Maintenance & Labor Mound Fire Department Other Equipment Repair - Account 409 Update 4/13/10 Budget Actual Variance $ Variance to Prior Year % Variance to Prior Year YR 2005 17,400.00 18,010.60 - 610.60 YR 2006 17,800.00 28,857.87 - 11,057.87 10,847.27 60% YR 2007 18,000.00 32,291.40 - 14,291.40 3,433.53 12% YR 2008 19,200.00 38,011.40 - 18,811.40 5,720.00 18% YR 2009 19,200.001 37,413.78 -18,213.781 597.62 10% Update 4/13/10 Mound Fire Department Fire Department Grant Summary Year Description of grant items $$ amount Source 2003 Life Safety Trailer for HazMat - $ 39,850 UASI /DEM fully equipped with decontamination HC Emergency. and detection equipment. Preparedness 2003 800 MHz Radios — mobiles and portables $ 30,800 Metropolitan Radio Board 2004 ,Federal funds to investigate for cleanup $ 242,500 (T) U.S. Economic of the Western Area Fire Training site $ 24,250 (M) Development Administration 2004 Firefighter Safety — Fill station, Thermal $ 23,185 I'EMA Firefighter Imaging Camera, Gas Detector Grant program 2005 Self Contained Breathing Apparatus $ 15,750 UASI/DEM (air tanks and masks for firefighters) HC Emergency Preparedness 2006 Mobile Data Computers (MDC) for installation in fire apparatus — 3 each $ 15,000 UASI/ Homeland Security 2009 Radio Grant for 800 MHz Portable and $ 13,225 Total $ 152,060 ADDlied for but not funded 2006 Self Contained Breathing Apparatus $ 126,310* (for daily use, rescue, and general response) 2007 Self Contained Breathing Apparatus $ 109,543* and Breathing Air fill Compressor Metro Emergency Services Board - PSIC Grant Homeland Security Assistance to FT Grant program Homeland Security Assistance to FF Grant program *2— MFD Grant summary continued 2008 /09 Tanker Pumper 2500 gallon Apparatus with 1,000 GPM pump 2008 /09 Training funding assistance — Driving Fire Officer II, HazMat, Fire Motor Operator Currently Working On Year Description of grant items 2009 Firefighter Training — variousclasses 2009 2010 2006/07 $ 173,601 * $ 19,130* $$ amount $ 15,975 Aerial Ladder Truck Refurbish or Replace $ 225,000 $935,000 Homeland Security Assistance to FF Grant program Homeland Security Assistance to FF Grant program Source Homeland Security FEMA — AFG Homeland Security FEMA - AFG Gas Detector Monitors and Calibration System $ 3,896 Centerpoint Energy Federal Funding to clean up Western $ 5 — 6 million* U.S. Economic Area Fire Training Academy site Development Ground contamination issues Administration * NOTE: indicates some matching funds required, either 5% or 10% 4-9i yearto date as ofCecember31 200.9 Prepared for: Mound Fire Department Relief Association 1 t fT" ks F't4`i:8Ui4L'1?/t y 'f Fixed Inc Special Checking 7209 OE 25.50 % t, rt $l8i5Ct; SNrr �+;*ZAi $ 1,115,259.37 y�QLf� { � 3 f $ 688,357 } ��t5 { ey k f Y >2b` $ 900,782 't Appr ttanl ; k ,„ 3 <,. $ 146,339.24 Ctrt'{3HtItE'Ct'.'tY+,i�`7Ft $ 1,049,173,61 n .' 13.93% ETF Account 7017 17.24% i$ 398,188.37 $ 200,000 $ $ 111,338.96 $ 709,527.33 25101% MPMG Account 7069` 1006,76% $ 433,205.23 $ 125,000 $ - $ 131,406 -93 $ 689,612.16 25.61% MO Account 7043 15.81% $ 748,222.09 $ 599,385 $ - (830.000 $ 132,893.86 $ 650,500:95 18,09% DSIP Account 3157'* 15.69% $ - $ 500,000 $ - $ 145,736.70 $ 645,736.70 34.54% General MPMG Account 6988 3.84% $ 129,64116' $ - $ $ 28,461,601 $ 158,102.76 2193 0 General Checking Account ( 7096) 3.31°/ $ 150,284.63 1 $ 41,207 1 $ l91 ,153 $ 35,977.53 $ 136,316.16 22.04% Fixed Income General 1279 *`" 1.83 °l° $ $ 75,070 $ $ 375.36 $ 75,445:36 0.54% FundSource Account - (7997)' Accours Closed 0409 0- E% $ x16,459.84 $ - . %, y L�irl�#" $ (407,466) 'rY 3 vu' ' tzz+.�t` $ (8,999 -84) ' J,, . , , ,: $r+�i ; $ - r o ;M1 �'<YN 2,, (`` < a*'t70 - 27" ' aictso ion 0709 "Terfarrnaoce inception 09 -09 S &P 500 26.46% Small Cap Equities 1.84% Large Cap Equities 31.59% Bonds /Bond Funds 27.72% Cash and Equivalents 8.95% International 18.07% Specialt 1.85% Total 100.00% S &P 500 26.46% DJIA 30 22.68% Russell MidCa 40.48% Russell 3000 28.34% EAFE 3178% BC Capital Aggr. Bond 5.93% 60% S &P 500 & 40% BC A r. 18040% SBI Income Acct. 2216% M Mid Cap Equities 13 Small Cap Equities M Large Cap Equities ❑ BondsLond Funds 0 Cash and Equivalents IA International 0 Specialty The Parr Financial Group of Wells Fargo Advisors A trusted financial advisor to individuals and institutions Anthony J. Pan, CFP ° , U�anagtag Diedr Iry -.ems static 1 cv,nt, CFP Seri Vice Pies den InvPSlmente Barbara Fox Pincus, Admit Manager Lesley FuglisE,, p ac6ce Admin Manager 612 - 340-0553 a tosy.parriewfaousorsrscom 612340-4555 bnarmc'Knighr @wtadvisorsram 612 - 340-4512 Barbara fosetwiaddsors com 612 -340 -4545 iesley.rughstefiewfelvsous com This report is not the official msm:d of y our me „r,. Nmvever. It has been preparea oa ass sf you w ur you r,estme r ra, c and s fo< rtor?adon r„rcnses only. You_ aeLS Faage M1d, so s Clem Stater, IS Ce efival record of your account. Therefore, if there are any doC eforMies hehwers,hin cinod and yew Client Staoserent you sPor d ely on ;ne Dun! Su amen[ and call your local Bu c^ Va,av, if y, a have any g„nesr ors TwsacUbns too u ring tax consideration should Lou reviewed caefully won your aceountant or tax ad, ser as Jselk Farm Advisors , LLG does not provide tax or legat sun Co. Phis is not a s..h.t =..._r yc..- ow- records ane I'._ yea=tnd 1099 form. Cost data arc argn.sit rof doss provided by you are notvc,ol ev Wells Fargo Advisors . CARIC99 &3479 MEMORANDUM TO: Mayor Mark Hanus Mound City Councilors FROM: Greg Pederson DATE: , January 22, 2010 SUBJECT: Joint Cooperative Agreement and Contract for Fire Service hr 2007, the City of Mound and the Mound Fire Department entered into a new (3) three year Joint Cooperative Agreement and Contract for Fire Service. This contract was in effect with our fire service partners including the cities of Minnetrista, Spring Park, Minnetonka Beach, and Shorewood from January 1, 2007 through December 31, 2009. Throughout the term of the 2007 fire contract there have been numerous discussions about the contract at our Fire Commission meetings. Most of the discussions about the tire contract have been related to the Public Safety Facility and specifically the debt service payments or rent (the expenses related to the fire station have been an ongoing point of concern and confusion) Over the past 12 -15 months (in our fire commission meetings) we have made an solid effort to clarify and eliminate further confusion about the fire contract and fire formula as it relates to the Public Safety Facility building costs. We feel the facility payment concerns will be resolved in the future by approving and implementing the proposed new 2010 Fire Contract attached. Enclosed you will find a proposed new 2010 Joint Cooperative Agreement and Contract for Fire Service. City staff including City Manager Kandis Hanson, Finance Director Catherine Pausche, City Attorney John Dean and I have worked diligently to clarify and improve this contract. We feel that this new 2010 fire contract is a much better and improved contract. The new contract document clarifies and improves language. It also clarifies the facility lease or rent payments, and provides a fair and equitable solution for involved parties. With your approval, it is my intention to present this new 2010 Fire Services Contract to the Fire Commission on February 3, 2010 for further approval by all parties. gsp attachments M Mound Fire Department Fire Protection Service Contract — History Brief • For the 20 -+ years prior to January 1, 2001 the Fire Contract term was a one (1) year agreement that automatically renewed for a one (1) year term. The cost allocation formula was also the same for over 20 years. ® On January 1, 2001 based upon our request, the Fire Contract term length was changed to -a three (3) year agreement, which also automatically renewed for three years. This new contract used the same cost allocation formula as the previous one year contract. • On January 1, 2007 the Fire Contract Formula (cost allocation formula) was approved and changed by all parties to the contract. The cost allocation formula change was based upon much discussion and consideration by all of the fire contracting cities and recommended by the Fire Commission. The new cost allocation formula and contract were approved by the Mound City Council. The fire contract term length remained at three (3) years with the same automatic renewal feature. • Officially, we are still operating under the 2007 contract, however effective January 1, 2010 we propose a new and improved version of the fire contract that clarifies and better defines the terms of the contract agreement. The language of the old fire contract needed clarification and several corrections to improve the contract. The fire contract term will remain at three (3) years. • There are no significant (or negative) financial ramifications related to the new Fire Contract. There is a new fire formula component added to the public safety facility lease or rent payment that addresses concerns others had about large increases or fluctuations in the building lease /rent. 9SP E Mound Fire Department 2009 Goals and Strategic Plan Initiatives (for Fire Chief Greg Pederson) I. Personnel / People a. Increase firefighter staff to 40 members b. Complete comprehensive and diversified training of firefighters c. Implementation of "Duty Officers" d. Research feasibility of "Duty Crew" e. Maintain volunteer firefighter commitment f. Reorganize department officers structure ll. Budget and Financial Management a. Develop a long term financial plan for existing station #1 b. Complete a cost analysis & budget for Minnetrista fire station c. Develop a operations /financial plan for a two fire station operation d. Evaluate existing Fire Contract Formula and change as needed e. Restructure and implement New Fire Contract formula for all f. Pursue other funding options i.e. grant money c tablish hourly rates for firefighter staff and apparatus III. Equipment and Supplies Status Completed in 2004/05 - ongoing Completed in 2005 - ongoing Implemented part -time 2005 Incomplete - not implemented yet Completed, but ongoing Completed in 2004/05 Completed for Station #1 in 2005 Completed proposal Minnetrista 2006 Completed for Station #1 & 2 in 2006 Completed in 2006 Completed in 2006 Ongoing work in progress (grant list) Completed in 2006 a. Rethink, plan and budget apparatus replacement program Revised plan in 2006 - Major Progress 2009 b. Implement apparatus replacement plan cost saving initiatives Implemented in 2006 with more in 2009 b. Continue to do annual replacement of essential safety equipment Ongoing c. Implement purchasing and cost control plan Implemented in 2005 - delegated some responsibilties IV. Facility a. Maintain existing facility b. Consider other facility needs i.e. Minnetrista c. Work on final closeout of Mound P.S. Facility project V. Fire Prevention and Inspection a. Implement comprehensive fire inspection program b. Focus on Fire Code Services and Enforcement Strategic Plan Initiative - Fire Commission updated December 2009 Ongoing Project Plan /Budget complete 2006 Project complete - slightly under budget - closeout pending Started in 2005, strong active program Ongoing suucessful project 41 Mound Fire Department 2009 Annual Report Challenges for the Future City Manager Kandis Hanson has asked all department heads to identify and communicate our most important challenges and the obstacles we foresee in the frrture. A summary of those challenges are as follows: Firefighter Staffing Issues: • Recruiting and retention of firefighters over the long term due to the extensive training required and the substantial time commitment involved. • The anticipated loss of many of our experienced firefighters that are the department leaders /officers and then challenge of replacing them with competent officers and firefighters (the low number of actual fires makes on the job experience harder to get). • Effectively managing each firefighter's time commitment to maintain our staff, possibly through duty crews or a duty officers program (changing our existing response system). • Making,sure the MFD Relief Association Pension Plan is current, fair, and equitable so it meets department needs and goals long term, plus maintains staff. Financial and Budget Issues: • Effectively managing our budget and finances by keeping it at a level that meets the city and fire commission goals, while finding a budget friendly formula to maintain or improve our department operations. • Increasing our annual contribution to better fund the Apparatus Replacement Plan, primary issue is replacing the 1980 Sutphen Aerial Ladder Truck. • Implementing any type of cost control measures that limit the facility cost increases, possibly refinance bonds to lower payments if it makes financial sense. Apparatus and Equipment: • Continue to reconfigure our apparatus by replacing old and inefficient fire apparatus to reduce both operating costs and maintenance costs. • Replace our Old 1980 Aerial Sutphen Ladder with something more user friendly. Other Important Issues: • Maintain all Fire Service Protection Contracts and existing fire service area. • Expand our Fire District (Minnetrista) and operate additional fire stations as appropriate. • Enforce Fire Codes and continue to improve levels of fire inspections services. is Note: 1. The Mound Fire Department emergency response level ranks in the top 8 -9% of all reporting Minnesota Fire Departments (over the last three years). 2. This includes all types of fire departments Information Source: Fire in Minnesota - Fire Reporting System 2000, State Fire Marshal Division MN Fire Rescue - Runs 1998 to 2008 - Data Fire Service (Statistics) 2/28/2002 Updated 11/16109 MN FIRE RESCUc / RUN FOR 1998 - 2009 FIRE / EMS CALL SUMMARY Year I Reporting Departments MFD Calls MN Fire Department's With More MN Fire Departments With Less 0 0 1998 670 807 35 634 6% 1999 672 729 43 628 7% 2000 697 630 45 651 7% 2001 705 614 50 654 8% 2002 728 540 56 671 8% 2003 715 534 49 665 8% 2004 730 443 46 683 7% 2005 751 409 72 678 10% 2006 757 530 57 699 8% 2007 746 559 58 687 9% 2008 741 533 61 679 9% 2009 Note: 1. The Mound Fire Department emergency response level ranks in the top 8 -9% of all reporting Minnesota Fire Departments (over the last three years). 2. This includes all types of fire departments Information Source: Fire in Minnesota - Fire Reporting System 2000, State Fire Marshal Division MN Fire Rescue - Runs 1998 to 2008 - Data Fire Service (Statistics) 2/28/2002 Updated 11/16109 Number of Volunteers in U.S. 1383 -2008 — Volunteers 950,000 900,000 850,000 J 800,000 750,000 700,000 RDA � �� �1 141 q�, C O C� c ij, C `, CP ah CP 0A C�, 0, �O �^ O� R 3 �R O� OE' �'� 0 4� 4 �O -p 4 O 4 O 4 O 4 O ,LO v Year (Reference Eden Prairie Fire Relief Association Plan attachment) GSP 01/29/08 Mound Volunteer Fire Department Relief Association January 2008 Pension Plan Study Considerations Pension Plan — Fund Existing Plan Highlights Study Options and Considerations General Fund Vesting minimum of 10 years 1). Vesting minimum of 5 years (Severance Plan) No benefit until 10 years vesting 2). Can we combine with the Special Fund as a new plan? Funds distributed based on formula 3). Can fund $$ be rolled over to a new pension plan? Proceeds/ benefits / are taxable income 4). Can proceeds be rolled into tax free account plan? Special Fund Vesting minimum of 20 years 1). Change this as listed below (Monthly Plan) No pension benefit for less than 20 years 2). Vesting minimum of 10 years (with prorated benefit schedule) No financial benefits beyond 20 yrs. 3)_ Provide equal financial /pension benefits beyond 20 years of service Monthly benefit of $585 at the age 50 yrs. 4). Offer retiree either a Monthly or Lump Sum benefit choice For Non - Retirees No mandatory retirement age 5). Establish a mandatory firefighter retirement age. (Not receiving benefits) No maximum years of service defined 6). Establish pension benefit "years of service" maximums No break in firefighter service allowed 7). Allow for a break in service provision (with rules and guidelines) Surviving spouse and family benefits 8). Evaluate other available or better options for spouselfainilybenefits Monthly $585 benefit for participants 1). Grandfather in the current retirees to insure benefit increases For Current Retirees Ongoing increases to all retired participants 2). Phase out the $$ increases as current retirees leave the plan (Receiving benefits) Equal $$ value increases to all retired 3). Establish a schedule of % increases for retirees on monthly plan Surviving spouse benefits 4). Evaluate other available or better options for spouse benefits (Reference Eden Prairie Fire Relief Association Plan attachment) GSP 01/29/08 Current Pension Plan w • issu • The MFD current "monthly benefit plan" vs. a lump sum benefit plan is rare among Minnesota Fire Relief Associations. • Only about 1 -2% of the fire department pension plans in Minnesota use the monthly payment benefit plan format that we use today. • The firefighters can only be vested after 20 consecutive years of service, nothing less than 20 years. • This is also quite uncommon in pension plans today. U� • The firefighters that serve the department more than 20 years do not receive equitable pension benefits for time worked beyond 20 years. • This is a disincentive for firefighters to stay beyond 20 years. • The current pension plan forces a fully vested firefighter to retire at age 50 years, or lose his /her pension financial compensation benefits. • This age limit is no longer appropriate for the tunes. • All of current retirees drawing a pension continue to get the same pension increases. ® This seems inequitable for the current firefighters and recent retirees that have made a much higher time commitment. • Concerns about the pension fund balance and its financial ability or wherewithal to support the existing plan and benefit format in the future. Draft Van Iwaarden Proposal and Summary of Pederson Information 3/14/2008 • Regular (possibly annual) benefit increases or cost of living benefit increases for all retirees on the existing monthly pension benefit plan. • Analyze and forecast what the realistic outlook is for continued benefit SS increases in monthly benefits based upon the current fund balance, anticipated fund investment performance, and the beneficiaries. rF Y Transition to a financial pension benefits system that allows members to make a one time choice of either a). a monthly pension benefit plan or b). a lump sum benefit plan. • Consider shortening the vesting requirements to ten (10) years, with reduced pension benefits prorated for members with less than the fully vested time of 20 years. • Consider improving the pension benefits for members that serve more than 20 years, by providing equal financial benefits for each year served beyond the fully vested 20 years. ® Consider increasing the mandatory retirement age to 55 — 60 years of age. ® Factor into the study the costs associated with the concept of having more than one fire station (multiple fire stations in Minnetr,ista), and the possibility of staffing and operating 2, 3, or more fire stations. ® Evaluate the pension plan "financial impact" and funding requirements of increasing the Mound Fire Department staff to 45 -48 firefighters. What is the long term financial effect and impact, all thing considered. Draft Van Ivraarden Proposal and Summary of Pederson Information 3/14/2008 MOUND FIP -P.. DEPARTMENT (30) YEAR Fi CIAO SUMMARY Year Operating Budget Operations - Actual 1 11 Nlqurf# S'VaSB. Total Wages' Pension Contribution 2% Contribution Pension Benefit 1973 $; 3,541: $ 9,743.00 $ 11,514.00 $ 70. 00 1974 $ -_ 3, $ 7,410.00 $ 15,090. $ 70.00 1975 _ 3,513 t' $ 10,589.00 $ 12,443.00 $ - 70 . 0 0 1976 $! 3,5(7; $ 13,41 $ 13,782.00 :j ::::::::::I - 60 1977 $I 3513!: $ 13.158.00 $ 16 ,300.00 $ 120.00 1978 $ 7764800 20,808.00_ $ 1$901.00 $__ 145. 1979 $ 77 00 $ $,bt3: $ 25,421.0 $ 21,689.00 $ 145.00 1980 $ 10711900 $ 51i ! $ 9,780.00 $ 23,906.00 $ 185 .00 1 _ _ 107,950.00 $ 107,950,00 $ 5,44; $ 41,271.00 $ 26,244.00 $ 185.0 1982 $ 120,050,00 5,801: $ 32,880.00 $ 35,495.00 $ 210.00 1983 $ 108 _ $ 33,000.00 $ 29,974.00 $ 210. 0_0 1984 $ 119,25000 $ 6, ©0' $ 36.300.00 $ 31,249.00 $ 240.00 1985 $ 134,650.00 $ 130,653 00 $ 39,93 $ 34,021.00 $ 250.00 1986 $ 142,802.00 $ 145,11000 5 6,0(lt $ 43,923.00 $ 39,620.00 $ 290.00 1987 $ 20498000 48,325,00 $ 42,194.00 $ 290.00 1988 $ 221.430.00 $ 176 1 6 OO $ 53,147.00 $ 44,857.00 $ 350.00 1989 $ 229,230.00 $ 189,881.00 $ 58,462.00 $ 45,818.00 $ 35 0.00 1990 $ 234,290.00 $ 429,97100 ... 6,40: $ 64,308.00 $ 46,024.00 $ 395.00 1991 $ 256,000.00 $ 212,638.00 0E74 $ 66,880.00 $ 46,041.00 $ 395.00 1992 $ 251,600.00 $ 226,452.00 $ I ,00, .l $ 69,556,00 $ 45,725.00 $ 395.00 1993 $ 274,200.00 $ 252 774 00 $ 73,338.00 $ 42,738.00 $ 425.00 $ 270,190.00 $ 225 -. 6,(Sfls $ 75,231.00 $ 45,541.00 425. _1994 1995 $ _ 285,330.00 _ 80,500.00 $ 48,685.00 _$_ $ 425.00 1996 6.54 $ 85,394.00 $ 64,108.00 $ 460.00 1997 $ 335,320.00 $ 309 150,699.00 $ 88,810.00 $ 63,412.00 $ 460.00 199_8 $ 360,220.00 $ 321 551 00 6;50r $ 149,445.00 $ 92,360.00 $ 64,712.00 $ 510.00 1999 $ 409,680.00 $ 378,83600 $ 143,900.00 $ 96.050.00 $ 66,128.00 $ 510.00 2000 $ 411,520.00 $ 382 $ 6,5113 $ 135,095.00 $ 101,810.00 $ 68,798.00 $ 510.00 2001 _ $ 415,850.00 $ 40214482 7,D© $ 150,911,83 $ 105,880.00 $ 73,287.00 2002 $ 439,470.00 7.50 $ 97,950.00 $ 109,060.00 $ 84,816.00 2003 - $ 464,460.00 102,230.00 $ 112,340.00 $ 106,833.00 585x'#0 2004 $ 451,410.00 $: 7,541 $ 91,031.00 $ 115,700.00 $ 140,838.00 2005 $ 479,300.00 118,600.00 $ 108,098.00 $ 885;40 f 2006 $ 507,930.00 122,160.00 $ 116,354.00 58v�:1TA 2007 $ 539,730.00 $ 8.Q0 $ 125,830006 $ 102,730.00 200_8 $ $.Sp $ 129,600.00 $ 86,739.00 2009 _ $ 133.500.0 $ 75,889.00 2010 137,500.00 $ 81,300.00 2011 $ 9.50 -- - - 2012 -_ -_ - $ 9.75 _ -- 2013 _ _ $ 10.00 _ 2014 $ 10.50 _ MID 30 Year Financial Summary - Budget Financial 4/1/2010 Mound Fire Department Quarterly Fire Commission Meetings 2010 Schedule Wednesday, February 3, 2010 Wednesday, May 19, 2010 11:00 a.m. -- 1:00 p.m. 11:00 a.m. — 1:00 p.m. Wednesday, July 21, 2010 Wednesday, November 17, 2010 11:00 a.m. —1:00 p.m. 11:00 a.m. -- 1:00 P.M. 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