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102501 CC SLMPD WS Min . . . . . SOUTH LAKE MINNETONKA POLICE DEPARTMENT 810 EXCELSIOR BOULEVARD JOINT WORK SESSION - 4 CITY COUNCILS SOUTHSHORE SENIOR CENTER THURSDAY, OCTOBER 25, 2001 7:00 P.M. MINUTES 1. CONVENE JOINT WORK SESSION MEETING South Lake Minnetonka Police Department (SLMPD) Chief Bryan Litsey called the meeting to order at 7:10 P.M. A. Roll Call Present: City of Excelsior: Mayor Haugland; Councilmembers Caron, Johnson, Mueller, and Thomson; and City Manager McGrath; City of Greenwood: Mayor Albrecht; Councilmembers Altstatt, Canning, Sagal (arrived 7:37 P.M.) and Bowers-Stead; and City Administrator KeIrn; City of Shorewood: Mayor Love; Councilmembers Lizee, Turgeon, and Zerby; and City Administrator Dawson; City of Tanka Bay: Mayor Keller; City Administrator Rys; Excelsior Fire District: Chief DuCharme; South Lake Minnetonka Police Department: Chief Litsey; Deputy Chief John Nieling; and Facilitator: Larry Bakken Absent: Shorewood Councilmember Garfunkel;.Tonka Bay Councilmembers LaBelle, Newberry, Sasanfar, and Senescall Chief Litsey introduced Excelsior Fire District Chief Mark DuCharme and Facilitator Larry Bakken, noting Mr. Bakken was a law professor at Hamline University and a Golden Valley, Minnesota, City Council member. Chief Litsey also reviewed the Agenda for the evening. A moment of silence was given in tribute to the police and fire personnel that perished on September 11, 2001. 2. TOPIC - NEW POLICE FACILITY A. INTRODUCTION & PRESENTATION BY POLICE CHIEF BRYAN LITSEY South Lake Minnetonka Police Department Chief Litsey presented information to the Councils regarding the need for a new police department facility. He noted the current station was thirteen years old, and was limited to due its design and construction quality. He explained the construction of the building made it difficult to use, the building was not constructed to endure the rigors being demanded of it, and there were no reasonable capabilities for expansion. He stated he was concerned the building would not function as an Emergency Operations Center (EOC) in a time of need, as its survivability and functionality were questionable in an emergency situation. In addition, he explained it would be quite costly to remodel, and in some cases, not at all feasible due to many of the current deficiencies on site. He then reviewed the current terms of the lease agreement for the property and what proceeds might be expected should the property be sold. With regard to a planned Public Safety Response Center, housing both police and fire personnel, Chief Litsey explained it seemed practical when considering the needs of these entities to consider planning together. He noted the consideration of a shared facility began in January, 2001. He also appreciated Fire . - JOINT WORK SESSION - SLMPD, CITIES OF EXCELSIOR, GREENWOOD, SHOREWOOD, TONKA BAY- THURSDAY, OCTOBER 25, 2001 Page 2 of 5 . Chief DuCharme's support as part of this consideration. He stated he and Chief DuCharme had a great working relationship, and he was looking forward to continuing this relationship as time passed. Chief Litsey then shared a brief chronology of key events relating to consideration of a shared facility, noting that unanimous vote was given at South Lake Minnetonka Police Coordinating Committee meeting on September 12, 2001, to proceed with considering how to bring the cities together in an effOlt to establish a shared Public Safety Response Center. Chief Litsey then stated the purpose of this meeting to identify issues and options with the four City Councils regarding a shared Public Safety Response Center. He explained the rationale for a joint facility as having cost savings, practicality, and functionality. Sharing a facility allowed for economy of design, and both the police and fire departments would be better served through a shared alTangement. In addition, he noted need had been demonstrated, especially as an Emergency Operations Center, in past months. He also reviewed the estimated space needs for the police depaltment. . Chief Litsey next explained the preliminary cost for the police pOltion of the facility to be between approximately $2 million and $3 million. He detailed the 2002 fixed city percentage contributions, with Excelsior as 29.5%, Greenwood as 8.5%, Shorewood as 46%, and Tonka Bay as 16%. These figures were based on the funding formulas presented, and approved, for the Year 2002. He further explained current economics supplied ideal timing for creation of a favorable and affordable financial package. This financial package, combined with the Shorewood Econo~ Development Authority acting as a financing mechanism, would seem to prove extremely beneficial to all parties involved. Also, the SLMPD would be able retain ownership of the building unlike the current agreement where a member municipality would retain ownership. He stated the financial planning benefits in working with annual fixed percentage contributions from member cities far outweighed various financial funding alternatives. In conclusion, Chief Litsey stated he believed the planning, financing, and implementation of a shared Public Safety Response Center would enhance the safety, security, and quality of life, as well as providing the police and fire departments with ample resources to help make it happen for all people living in the South Lake Minnetonka community. B. PRESENTATION BY FIRE CHIEF MARK DuCHARME Excelsior Fire District Chief Mark DuCharme next presented information to Councils regarding the potential Public Safety Response Center, noting this center would allow the various governmental agencies involved to work as one community. He explained future plans would include a main station to be located at 24140 Smithtown Road. This main station would be owned ultimately by the Excelsior Fire District and would house administrative offices for the fire department. In addition, this site could house the operations and administration offices for the SLMPD and would include shared amenities for an Emergency Operations Center and Public Safety Response Center. Chief DuCharme also explained a future fire facility was being planned for east side of the member cities area, that would act as a First Response Station with trucks, small office space and necessary amenities enabling it to function as a smaller fire station. He anticipated the east side station would be located near the Deephaven City Hall with a final site recommendation forthcoming in the next two weeks. . Chief DuCharme stated the existing fire station in Excelsior was fifty years old and while once an adequate space, it was now inadequate and in need of major repair. As such, a new fire facility was scheduled for construction by the Year 2004 as part of the Joint Powers Agreement between member cities. He also explained opportunity existed currently for ajoint public safety facility, noting the CUlTent building that housed the police department allowed for thousands of dollars of equipment to be at risk. In addition, he stated there were several concerns with regard to fire codes and regulations for that building. ... ..- . . . JOINT WORK SESSION - SLMPD, CITIES OF EXCELSIOR, GREENWOOD, SHOREWOOD, TONKA BAY- THURSDAY, OCTOBER 25, 2001 Page 3 of 5 As a result, it seemed practical to plan for a shared Public Safety Response Center. He then detailed the potential administrative and operative space needs, as well as potential shared amenities for police and fire departments for the main station site and the "east side" site. Further, he noted having a shared Public Safety Response Center allowed the departments to operate together more efficiently. In addition, the benefits to utilizing one designer, contractor, site, and sale of bonds seemed beneficial economically. In giving this matter financial consideration, he stated a shared facility would save the Excelsior Fire District approximately $40,000 per year. In addition, it would allow the Fire District to share in the cost of more than $700,000 in land and facility costs when considering building new space for both departments. Also, utility costs would be shared providing additional long-term savings to both agencies. He then reviewed anticipated future Excelsior Fire District and South Lake Minnetonka Police Department needs. He also shared the aggressive construction schedule proposed by the Excelsior Fire District for construction of the proposed joint facility. Design work would begin in December of this year; construction would start by summer of 2002; and occupancy was slated for March of 2003. In conclusion, he stated a joint facility would be practical with the main fire station site having room to house both departments adequately for CUlTent and future use. Public safety needs would be able to be more efficiently satisfied for the community. Also, a shared Public Safety Response Center would bring the South Lake Minnetonka area together in this endeavor as well as satisfying decades-long needs for the community as a whole. Greenwood Councilmember Bowers-Stead then made presentation of several framed photos of sentimental value to Fire Chief DuCharme as a gesture of gratitude for his participation at a commemorative event at the State Capitol honoring personnel lost in the attacks of September 11, 2001. Chief DuCharme thanked Councilmember Bowers-Stead for the thoughtfulness of her presentation. Chief Litsey stated the South Lake Minnetonka League of Women Voters would be holding an Open Forum regarding the issues of concern in creating a shared Public Safety Response Center. This forum would be held on November 15,2001, at the Minnetonka Senior High School beginning at 7:30 P.M. Chief Litsey then thanked Chief DuCharme for his presentation and introduced Mr. Larry Bakken. C. OPEN FORUM - FACILITATOR LARRY BAKKEN Mr. Bakken stated his purpose was to facilitate an Open Forum session regarding any questions of need or other areas of concern from the Councils this evening. Excelsior Mayor Haugland asked Chief Litsey how policing had changed over the past 13 years. Chief Litsey explained there were many ways that policing had changed in that time span. People utilized the services provided by the Police Department more than in the past. In addition, increased regulations resulted in additional mandated training for officers. Increased growth in the jurisdiction as well as other neighboring cities caused more people to travel through the area resulting in a higher need for police services. Also, more people were coming to the Lake Minnetonka area and increased the need and kind of services to be provided to the public. With the increased demand for services, personnel demands on the current facility had also increased, rendering it inadequate for current and future needs. Excelsior Councilmember Thomson expressed concern for equity between cities in funding a shared facility. Excelsior Councilmember Mueller shared similar concerns regarding contributions toward the facility from the City of Excelsior. Greenwood Councilmember Bowers-Stead questioned whether partnerships could be formed with the Hennepin County Board of Commissioners for funding purposes. In addition, she asked what procedures would be utilized so that a shared facility would be adaptable to future needs. . . . JOINT WORK SESSION - SLMPD, CITIES OF EXCELSIOR, GREENWOOD, SHOREWOOD, TONKA BAY- THURSDAY, OCTOBER 25, 2001 Page 4 of 5 Chief Litsey responded this facility would require an exercise in planning to further promote cooperation between all communities served by the departments. In addition, he noted the process that was being utilized was trying to identify potential needs for the facility upfront that could be funded, versus identifying a funding level and then trying to make the needs fit that funding. In addition, he explained he and Chief DuCharme were continually trying to secure funds for their departments, and he anticipated those efforts would certainly continue. Further, he stated he believed the community would see ongoing savings by having services respond cooperatively. Tonka Bay Mayor Keller stated the Tonka Bay City Council supported the creation of a shared facility, and he personally thought it was a fantastic idea to be considered as the cities moved into a new century. He suggested that although people currently have concerns regarding the funding required of the cities, all parties would most certainly look back and realize the significant value that had been gained for all residents of the South Lake Minnetonka community. Excelsior Councilmember Thomson reiterated his perceived need for ad valorem funding for the shared facility. Facilitator Bakken noted a funding formula discussion could certainly take place at a future date; however, it was important to focus on additional concerns at this time. Shorewood Mayor Love stated when reexamining historical events, cities appreciated the police facility built thirteen years ago, in spite of the funding efforts it took to make it come about for use by the police department. This was also to be considered a historical event as the Councils would be judged in the future by the actions they had taken in the past toward establishing better service for residents in a shared Public Safety Response Center. He also found it compelling that while members of the City of Excelsior had dissenting opinions and concerns for funding, as Shorewood's funding had increased by approximately $25,000 and Excelsior's contribution, over time, would likely decrease. John Anderson, former Mayor of Excelsior, was in the audience and addressed the Councils, noting there was no question of need and it seemed an ideal time economically for the cities to build new facilities. Residents of all communities deserved this facility, and he had heard many compliments for the police and fire departments. He implored the Councils to make sure the shared facility would move forward. In response to Facilitator Bakken's question, Council members indicated overwhelming consensus on the need for a new police facility and responsibility to proceed with planning a shared facility. In effort to do so, it was decided to discuss information regarding financing for the facility in member Council meetings. Chief Litsey responded that Shorewood Councilmember Lizee's suggestion of reporting Council decisions by December 7, 2001, to be ideal in terms of keeping to the aggressive planning and construction schedule set forth by Fire Chief DuCharme. Mr. Bob Bolles, Excelsior resident and businessowner, stated he hoped that if Councils decided not to take part in a joint venture that the planning for the facility include the possibility that the police department could join at a later date. Mr. Terry Forbord, Tonka Bay resident and owner of commercial properties in Excelsior, stated he was wholeheartedly grateful for the expertise and safety provided by the police and fire departments. He supported the joint initiative explained this evening. Greenwood Mayor Albrecht asked Chief Litsey to comment on issues discovered in preparing the current facility for a potential disaster, such as Y2K. Chief Litsey explained the current facility, unfortunately, ( . . . . JOINT WORK SESSION - SLMPD, CITIES OF EXCELSIOR, GREENWOOD, SHOREWOOD, TONKA BAY- THURSDAY, OCTOBER 25, 2001 Page 5 of 5 was notably inadequate. There was not a back-up generator and the space needed was too small to house one. There were no redundant systems for power, and survivability of the structure in a disastrous event would be questionable. Shorewood Mayor Love stated he had been a part of many space needs discussions in the initial stages of consideration of a shared facility. He thought if a facility was to be built for both departments, then it should be designed for both departments. He thought it important to design one complete facility that could house both departments adequately to create an enhanced public safety facility. If both departments were not considered as part of the outcome for the building, the process used would yield an entirely different product. Shorewood Councilmember Zerby stated he had toured other cities facilities regarding planning for public safety. He noticed there were things people had planned that may not have been considered: e.g., the need for indoor parking of police cars in effort to protect thousands of dollars of equipment. He believed the need existed currently and it was important to take advantage of the existing opportunity to build a shared facility correctly. He also noted he believed there were enough smart people involved in this process to overcome any financing obstacles. Chief Litsey responded affirmatively to Excelsior resident Peggy Bauer's question as to whether representatives of the police department would be involved in the planning of the shared facility. Chamber of Commerce Executive Director Linda Murrell stated the Board of Directors, representing 170 businessowners in the South Lake Minnetonka area, had voted unanimously to support the concept of a shared public safety facility. She appreciated the cost-allocation debate; however, she believed the public would be extremely disappointed if this project was held up because of it. Mr. Patrick Murphy, Excelsior resident and Chair of the Excelsior Heritage Preservation Commission, noted that the events of September 11, 2001, forced governmental agencies and residents to re-examine the idea of community. In addition, he noted the area of Excelsior was based on the idea of establishing a community for the South Lake Minnetonka area as a whole. Hearing no additional comment and unanimous support for proceeding with plans for a shared Public Safety Response Center, Facilitator Bakken suggested Councils discuss this matter and meet again in approximately 30 days to determine how best to proceed with these plans. 3. ADJOURN Chief Litsey thanked Councils and Facilitator Bakken for time spent this evening on this matter. He then adjourned the meeting at 9:38 p.m. RESPECTFULLY SUBMITTED, .-'\ Sally Keefe, Recording Secretary II' , /l ,""" VVoodyLove,Mayor