HomeMy WebLinkAboutCity Council Packet 09-03-2002 SpecialAgenda
City of Plymouth
Budget Study Session
Tuesday, September 3, 2002
7:00 p.m.
Public Safety Training Room
1. Call to Order
2. Discuss 2003 Proposed Budget
Issue 1. Report on HRA meeting
Issue 2. Report on Water Resources Fund
Issue 3. Bonding of Street Reconstruction
Issue 4. Fire Department Equipment
Issue 5. Figure skating revenue
3. Set future study sessions
4. Adjourn
DATE: August 29, 2002
TO: Dwight Johnson, City Manager
FROM: Jim Barnes, Housing Manager, through Anne Hurlburt, Community
Development Director
SUBJECT: Housing and Redevelopment Authority (HRA) Tax Levy Discussion
At their Wednesday August 28`h meeting, the HRA Board of Commissioners reviewed their
preliminary 2003 budgets including the proposed HRA tax levy, which the City Council must
approve. As suggested by the City Council on at their first budget study session on August 26,
Council member Harstad attended and addressed the HRA Board regarding a possible increase in
the HRA's Levy. In addition to Council member Harstad, Mayor Tierney attended the meeting.
Council member Hewitt, a member of the HRA, was also present. Several local members of
MICAH were also in attendance.
Council member Harstad asked the HRA to consider increasing their tax levy to address the un-
met need for the HRA's current programs. The proposed HRA budgets would require a tax levy
of $552,050 compared to the limit of $932,833, leaving unused levy authority of $380,783.
Council member Harstad indicated he would like to use the additional levy proceeds to cover the
debt service on a bond issue to fund housing rehabilitation activities. The option of using the
additional levy funds to directly increase the operating budget for existing programs was also
discussed.
The HRA Board voted unanimously to recommend that the City Council approve a tax levy of
552,050, as indicated in the draft budget. The Board had two primary concerns regarding an
increase in the levy. First, they were concerned that there was no specific plan for the use of the
additional funds. They felt that there should be a well-developed strategy in place that was in
line with the HRA mission and goals. The second concern was the overall impact on taxpayers
given the increase already anticipated by the City's general fund needs and the current economic
conditions at the state and local level. The Board did make a commitment to have further
discussions on updating its strategic plan and to consider what additional programs or projects
they may want to include in the 2004 budget.
Attached is a copy of a memo prepared by staff for the HRA summarizing the issue of the tax
levy, the impact of possible levy increases and the history of the HRA tax levy. A copy of the
draft minutes from the meeting is also attached.
DATE: August 27, 2002
TO: HRA Board of Commissioners
FROM: lrn-B es, Housing Manger, through Anne Hurlburt, Executive
Director
SUBJECT: 2003 HRA Tax Levy
On Monday August 26`', the City Council held the first of three budget study sessions.
Council member Harstad brought up the idea of increasing the HRA's tax levy to the
maximum allowed by law and using the additional tax revenues to cover the debt service
on a bond issue to be used for affordable housing activities. Specifically, Council member
Harstad would like to use the funds to address the "un -met" need of the HRA's current
programs (see memo to council included in your packet). In the proposed HRA General
Fund budget, Staff has requested a HRA tax levy of $552,050 out of an available
932,833, which leaves unused levy authority of $380,783.
Increasing the tax levy would give the HRA Board a couple of options. The first option is
to add cash flow to the existing programs and the second is to use the additional tax
collected to cover debt service on a bond issue or other financing mechanism. Staff has
reviewed the possibility of issuing bonds with the City's Finance department and our
financial advisor, Springsted.
There are basically two type's of bonds that could be issued to address housing activities.
Essential Function bonds are the most common type of issue. These bonds would not
require voter approval; however, they could not be used to augment our existing programs.
Rather, they need to be used'for a specific project i.e. Plymouth Towne Square, that is
owned and operated by the HRA. The second type of bond issue would be a General
Obligation bond. This type of bond is much more flexible, but it would require the HRA
and the City to hold a referendum.
The tables below illustrate examples of the effect on taxpayers in Plymouth if the HRA
were to increase their levy to either directly support existing programs or use the additional
revenue to cover debt service on a bond issue and a historical overview of the HRA levy.
Effects on Levy Increase
Property Value Annual tax increase per For every $10,000 increase
366,700
household, using in the tax levy, taxes
1995
maximum tax levy increase b
150,000 8.10 0.20
284,000 (average) 15.34 0.40
Historical Review of HRA Tax Levv
Year Amount
1993 366,700
1994 377,000
1995 383,200
1996 383,789
1997 390,997
1998 409,959
1999 446,214
2000 464,344
2001 483,178
2002 538,423
DRAFT
MINUTES
PLYMOUTH HOUSING AND REDEVELOPMENT AUTHORITY
August 28, 2002
PRESENT: Chair Susan Henderson, Commissioners Steve Ludovissie, Leon Michlitsch, Tim
Bildsoe, and Sandy Hewitt
ABSENT: None
STAFF PRESENT: Executive Director Anne Hurlburt, Housing Program Manager Jim Barnes,
Support Services Manager Denise Hutt, HRA Specialist Tracy Jones, HRA Specialist Kristine
Aritt, Office Support Representative Barb Peterson
OTHERS PRESENT: Mayor Joy Tierney, Council Member Scott Harstad, Grace Management
Representative Jodi Boedigheimer, Cookie Kulas, Barbara Brooks, Vivian Greeninger, Ed
Goldsmith, Sandy Dockter and Ken Wendinger
1. CALL TO ORDER
Chair Henderson called the Plymouth Housing and Redevelopment Authority meeting to order
August 28, 2002 at 7:03 p.m.
2. APPROVAL OF MINUTES
MOTION by Commissioner Bildsoe, seconded by Commissioner Hewitt, recommending
approval of the July 18, 2002 minutes.
Vote. 5 Ayes. Motion approved unanimously.
Housing Manager Barnes stated that two items will be added to the agenda; tax-exempt bonds
for West Lutheran High School and Commissioner Hewitt requested a discussion regarding
Plymouth Towne Square.
3. CONSENT AGENDA
A. Plymouth Towne Square — Accept monthly housing reports.
B. Stone Creek Village — Approve Cooperation Agreement and Initial Agreement to accept 13
MHDP" units.
C. 2001 Community Development Block Grant (CDBG) Consolidated Annual Performance and
Evaluation Report (CAPER) and Annual Citizens' Participation Meeting.
MOTION by Commissioner Bildsoe, seconded by Commissioner Hewitt, approving the Consent
Agenda items.
Vote. 5 Ayes. Motion adopted unanimously.
Plymouth Housing and Redevelopment Authority DRAFTAugust28, 2002
Page 2
4. NEW BUSINESS
4A. Plymouth Towne Square
Commissioner Hewitt stated that she had met with six residents from Plymouth Towne Square
and they had concerns regarding the rent increase. She said they didn't seem to understand the
rent recertification process. Commissioner Hewitt said these six residents represented the
resident council. Housing Manager Barnes said the rent recertification process did not change
from previous years. Grace Management Representative Boedigheimer clarified that the 'six
residents were not representing the council or the other residents. She said a few tenants are
disgruntled because they received considerable rent increases due to a large amount of assets.
Housing Manager Barnes said he and Director Hurlburt attended the resident meeting at
Plymouth Towne Square and one item the residents brought up was Section 8. Housing Manager
Barnes said the residents seemed to understand the process, but that staff would rather wait until
we know if the vouchers are received before explaining the process in more depth. Director
Hurlburt said some residents were worried that Section 8 would bring a bad element into
Plymouth Towne Square. Director Hurlburt told the tenants that if Section 8 vouchers will be
beneficial then they will use them at Plymouth Towne Square. Commissioner Hewitt felt the
people she met with did not make negative comments regarding people who use Section 8
vouchers. She thinks they do need more explanation and Director Hurlburt stated that Grace
Management Representative Boedigheimer has offered to sit down one on one with them to
explain the program. Commissioner Hewitt said her preference would be to meet with them
herself.
Commissioner Hewitt said another concern of the residents was regarding the new management
company. The residents felt that the staff does not spend enough time on site. Commissioner
Hewitt said she felt the residents were led to believe that the owners would be on site more often.
Director Hurlburt explained that they are going through an extensive process to transfer
management from Walker to Grace and she feels Grace Management is meeting the expectations
set for them.
Chair Henderson said the first priority was expenses for the building and the services will be
addressed at a later time. Commissioner Hewitt feels that they are missing out on services at this
time. Housing Manager Barnes said that all services provided prior to Grace taking over are
being done now. Commissioner Bildsoe asked if their concern was social things to do or social
services, which could be provided by other sources. Commissioner Bildsoe suggested doing a
survey to find out what these residents really want. Discussion was held regarding the services
that could be provided.
Mayor Joy Tierney said she feels one of the problems is the aging process of the residents and
that we need to keep in mind it is an independent facility. Commissioner Bildsoe feels we
should go the extra step and find out what the residents need is. Director Hurlburt said the
residents should also be furnished information about the City and what it offers, especially at
Plymouth Creek Center. Commissioner Bildsoe suggested taking a bus tour to Plymouth Creek
Plymouth Housing and Redevelopment Authority
August 28, 2002
Page 3
D FIZ A F T
Center. Grace Management Representative Boedigheimer said that finances are not available for
a lot of extra services.
Chair Henderson suggested providing information in the Plymouth Towne Square newsletter
regarding services, having a bus tour to Plymouth Creek Center and do a survey to find out what
the residents want.
A video was presented about Plymouth Towne Square, which was produced by Northwest Cable,
and promoted the two bedroom openings.
Commissioner Hewitt voiced another concern regarding caretakers being on site. Grace
Management Representative Boedigheimer said a problem occurred during a power outage when
the residents were trying to contact the caretaker. She said the policy is that the caretakers are
contacted by cell phone after hours and one of three caretakers is always on call. Grace
Management Representative Boedigheimer said the procedure for emergencies is in the resident
handbook. Housing Manager Barnes said there are plans to update the resident handbook in the
future.
4B. 2003 HRA PRELIMINARY BUDGET
Housing Manager Barnes stated that the 2003 budget is being prepared at this time. The City
Council has the overall authority to adopt the HRA's tax levy with the recommendation of the
HRA. A budget study session was held last Monday, August 26`h and another will be held on
Sept. 3`d. He explained that the HRA budget includes three separate program budgets:
Community Development Block Grant (CDBG); Section 8, which is funded entirely by federal
dollars; and the HRA General Fund. CDBG is primarily funded by federal funds except for
approximately $17,000 from the tax levy. The proposed 2003 tax levy is a total of $552,050.
Additional revenues in the 2002 General Fund Budget included the Fox Forest annual payment
of $30,000, $25,000 interest earnings and $40,000 from retained earnings for PTS. Housing
Manager Barnes explained the main focus was to maintain a "status quo" for this year.
In the CDBG budget, the main change reflects the expected income and expenditures from
federal funds including repayment and carry-overs from previous years allocations. The large
carry-over amount is due to a commitment the HRA made to the Stone Creek Village project.
The property tax support for this budget includes a modest $176 increase in the tax levy. The
employee training line item has been increased to $3,500 to send two new Housing Specialists to
a training program offered through the National Development Council.
Support Services Manager Denise Hutt explained the proposed changes to the Section 8
program. Staff proposes to increase the 24-hour per week Housing Eligibility Specialist position
to 40 hours per week. She said 50 additional vouchers have been applied for from HUD and the
proposed budget is presuming that we will be awarded at least 25 new vouchers. The cost to
make this position full time will be approximately $17,122. Director Hurlburt said that even if
we do not receive the extra vouchers we may still propose to make this change, as current federal
revenues will cover the additional cost.
Plymouth Housing and Redevelopment Authority
August 28, 2002
Page 4
Dil
w
IAAF
In the HRA General Fund the increase is $13,451 or about 2.5%, which is primarily to cover cost
of living increases. Housing Manager Barnes said we are budgeting $40,000 from the Plymouth
Towne Square Reserve accounts to compensate for any shortfall we may have as a result of the
rent structure change.
Two handouts were passed out regarding the 2003 HRA Tax Levy and a summary on the impact
of the City's tax levy that was provided to the Council on Monday evening. Director Hurlburt
reviewed the two documents with the HRA Board. She indicated that the 2.5% increase in the
City's budget was the lowest in over 10 years. In regard to the HRA tax levy, Director Hiirlburt
explained the calculation and impact on a home valued at $284,000 and $150,000.
Housing Manager Barnes explained that Council Member Harstad is proposing to increase the
HRA's tax levy to the maximum allowed by law and use the additional tax revenues to cover the
un -met need of the HRA's current programs. Housing Manager Barnes explained the memo
included in the packet regarding information on the HRA program waiting lists. He cautioned
that we have not marketed these programs on any large scale and waiting lists for the Section 8
program and Plymouth Towne Square are not opened very often because we don't have the
funds to cover them at this time. Only recently has Plymouth Towne Square opened its two-
bedroom waiting list. Commissioner Hewitt asked what list the 27 persons for 2 -bedroom units
came from. Housing Manager Barnes replied they are from both the old list and recent
applications. Chair Henderson asked what the $12 million potential funds required referred to
and Housing Manager Barnes said it would be the cost to build a comparable facility such as
Plymouth Towne Square at this time.
Housing Manager Barnes introduced Council Member Scott Harstad. Council Member Harstad
stated that he is very involved in transit and that the Met Council is linking affordable housing
with transit. He stated that his presentation would focus on dollars. He asked Director Hurlburt
to explain the rental housing replacement credit aid. Director Hurlburt explained that the
legislature enacted a very complicated tax reform last year and explained the rental housing
replacement aid. Plymouth gets no money for that aid compared to other Cities because our tax
rate is lower. She explained that a low tax rate has many benefits but not for this aid calculation.
Commissioner Ludovissie asked if the funding should be changed at this time. Director Hurlburt
replied there is not anything we can do at this time to affect the 2003 calculation.
The Mayor explained that the formula the State uses to distribute funds is very hard to
understand. She said the good news is that some reforms were passed and hopefully we will be
able to budget better next year. She said we just want to get out of state control and manage our
own funds and not deal with the state. Director Hurlburt stated it is a very tough year for
budgeting.
Council Member Harstad continued his presentation on un -met needs. The Rehab Program
shows 21 families are on the program and the funds needed are $420,000. He questioned how
many requests would be received if we were to advertise for this program. He used examples
from the City's Comprehensive Plan showing 17.4% (4,439) of homes in the city are 30 years
old plus based on 1990 information. He also said that 15% or 2,897 units of owner occupied
homes in 1999 were valued at $100,000 or less by assessor's data. Director Hurlburt said the
Plymouth Housing and Redevelopment Authority
August 28, 2002
Page 6
coming up also. Chair Henderson said she is uncomfortable at looking at increasing the levy this
year. The most important factor is that we don't have a plan in place at this time.
Council Member Harstad repeated his desire to raise the HRA levy.
MOTION by Commissioner Michlitsch, seconded by Commissioner Ludovissie, recommending
that the City Council adopt the 2002 HRA preliminary budget of $552,050.
Commissioner Hewitt said she would like to raise the amount. Commissioner Bildsoe felt .that
we couldn't do it without a plan. Chair Henderson said that the Board needs to update its
strategic plan and it should be done in the Spring.
Vote. 5 Ayes. Motion adopted unanimously.
Chair Henderson asked that we revisit the CAPER report at a future date.
5C. REQUEST TO CHANGE HRA MEETING DATE IN OCTOBER
MOTION by Commissioner Bildsoe, seconded by Commissioner Michlitsch to reschedule the
October meeting from October 17, 2002 to October 10, 2002.
Vote. 5 Ayes. Motion adopted unanimously.
5D. TAX EXEMPT BONDS FOR WEST LUTHERAN HIGH SCHOOL
Housing Manager Barnes explained the purpose for the request is to refinance existing debt.
Housing Manager Barnes asked if this is something the Board feels staff should pursue. At this
time there are no formal bond policies and staff is recommending that the HRA adopt the City
bond policy. West Lutheran High School asked that the $2,000 fee be waived. The consensus of
the HRA Board was not to do that. Director Hurlburt said the HRA will let them apply but will
follow the Cities policy. Chair Henderson suggested getting the a policy in place for the HRA.
MOTION by Commissioner Hewitt, seconded by Commissioner Bildsoe, that the HRA adopt the
Cities bond policy for West Lutheran High School.
Vote. 5 Ayes. Motion adopted unanimously.
5. ADJOURNMENT
Meeting adjourned at 9:45.
HRA/Minutes/082802
T,SSue
Water Resources Fund
Street Cleaning — Drainage Maintenance — Water
Resources Tech — Incentive Program — Pond
Cleaning Option
The attached option includes the following items, which are additions to the 2002
Budget:
Street Cleaning Division 203,660
Drainage Maintenance Division 283,866
Water Resources Tech 40,000
Incentive Program 25,000
Pond Cleaning Option 509,780
All these items with the exception of the pond cleaning are found in the current budget
proposal.
In order to afford the pond cleaning, in addition to the other items, a rate increase to
4.20 per month would be required. The current rate is $3.25 per month. In addition, the
rate would have to increase an additional 5% every 2 years for inflation.
Note: The $509,780 for pond cleaning is the total package number. Approximately
28,672 would have to be supported by the General Fund in the first year to pay for time
spent snow plowing. In succeeding years the General Fund share would be about
51,425.
Bassett Ck Wshed Fees 0.05 139,170 166,734 177,171 186,029 195,331 205,097 215,352 226,120 237,426 249,297 261,762
Misc Contractual 0.03 135.000 19,()81 19,653 20,243 20,850 21,476 22,120 22,784 23,467 24,171 24,896
Capital In'lanvom<ni,
Lake
Water
C1P
Other Capital 32,471
7,700 7,700 7,700 7,700 7,700 7,700 7,700 7,700 7,700
Allocations 0.07 18,517 19,416 20,775 22,229 23,785 25,450 27,232 29,138 31,178 33,360 35,696
Transfers 0.03 15,000 20,450 21,064 21,695 22,346 23,017 23,707 24,418 25,151 25,905 26,683
Strcet Cleaning 0.05 203,650 213,833 224,524 235,750 247,538 259,915 272,910 286,556 . 300,884 315,928
Drainage Maintenance 0.05 283,866 298,059 312,962 328,610 345,041 362,293 380,408 399,428 419,3" 440,369
Total Expenses====> 1,275,541 2,904,700 2,376,296 2,561,966 2,601,925 2,056,329 2,240,339 2,442,127 2,313,872 2,407,762 2,505,994
Ending Rat ance =_> 2,115,109 1,260,272 934,558 536,835 110,992 368,427 485,518 558,315 804,489 1,135,402- 1,423,553
Water Resources Ease Projections (w -tech and pond cleaning).As
812812002
11:39 AM
Water Resources Fund, 505-1750
10 Year Financial Analysis
Cashllow Projection Base Plus: Street Cleaning - Drainage Maintenance - Water Resources Tech - incentive - Pond Cleaning
Investment Return 5.00%
Inflators 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012
ileeinnine Oalancc 1,795,275 2,115,109 1,260,272 934,558 536,835 110,992 368,427 485,518 558,315 804,489 1,135402
Itevenucs
tIn, 1, 0015 161.st8 168461 175488 482,620 489,860 497,208 504,666 512,236 519,919 527,718 535,634
Ice 3.25 110 4.20 .1. 11 441 4.63 4.63 4.86 4.86 5.10 5.10
Stonnwmcr Utility Fces 0015 1,500,000 1967,536 1,997,050 2,128,356 2,160,281 2,302,071 2,336,602 2,489,465 2,526,807 2,691,361 2,731,732
Interest Earnings 95,375 82,326 53,532 35,888 15,801 11,693 20,828 25,459 33,239 47,314 62,414
Total Rcvenuc > 1,595,375 2,049,863 2,050,582 2,164,243 2,176,082 2,313,764 2,357,430 2,514,924 2,560,046 2,738,676 2,794,145
lanenses
Oi0.Taling
Personal Services 0.05 171,257 184,204 193,414 203,085 213,239 223,901 235,096 246,851 259,194 272,153 285,761
I ech Position 0.05 40,000 50,000 52,500 55,125 57,881 60,775 63,814 67,005 70,355 73,873
Materials & Supplies 0.03 36,250 36,250 37,338 38,458 39,611 40,800 42,024 43,284 44,583 45,920 47,298
Pond Cleaning 0.04 509,780 391,057 406,699 422,967 439,886 457,481 475,781 494,812 514,604 535,189
Incentive Program 25,000 25,000 25,000 25,000 25,000 25,000 25,000 25,000 25,000 25,000
Contractual Services
Bassett Ck Wshed Fees 0.05 139,170 166,734 177,171 186,029 195,331 205,097 215,352 226,120 237,426 249,297 261,762
Misc Contractual 0.03 135.000 19,()81 19,653 20,243 20,850 21,476 22,120 22,784 23,467 24,171 24,896
Capital In'lanvom<ni,
Lake
Water
C1P
Other Capital 32,471
7,700 7,700 7,700 7,700 7,700 7,700 7,700 7,700 7,700
Allocations 0.07 18,517 19,416 20,775 22,229 23,785 25,450 27,232 29,138 31,178 33,360 35,696
Transfers 0.03 15,000 20,450 21,064 21,695 22,346 23,017 23,707 24,418 25,151 25,905 26,683
Strcet Cleaning 0.05 203,650 213,833 224,524 235,750 247,538 259,915 272,910 286,556 . 300,884 315,928
Drainage Maintenance 0.05 283,866 298,059 312,962 328,610 345,041 362,293 380,408 399,428 419,3" 440,369
Total Expenses====> 1,275,541 2,904,700 2,376,296 2,561,966 2,601,925 2,056,329 2,240,339 2,442,127 2,313,872 2,407,762 2,505,994
Ending Rat ance =_> 2,115,109 1,260,272 934,558 536,835 110,992 368,427 485,518 558,315 804,489 1,135,402- 1,423,553
Water Resources Ease Projections (w -tech and pond cleaning).As
812812002
11:39 AM
Issuance of bonds or Certificates of Indebtedness
to cover loss of State Aid
Attached is a schedule showing the cost of issuance of bonds or certificates
of indebtedness to cover the loss of State Aid. The schedule shows the
additional tax on the average home of $284,000 with issuance of $300,000,
500,000, and $900,000. The additional cost as shown will be the total
additional cost over the estimated 10 year life of the issue.
Bonds or Certificates of Indebtedness
Options for loss of State Aid
Net Add'I
Add'I Tax on cost to City
Averaae
General Fund:
Proposed budgeted revenue $20,386,968
Estimated State Aid loss -300,000
Transfer from street Reconstr. Levy 300,000
General Fund revenue after transfer $20,386,968
Street Reconstruction Fund:
Proposed levy $1,283,400
Transfer to General Fund -300,000
Sale of bonds or certificates 300,000
Street Reconstruction Fund Balance $1,283,400
General Fund:
Proposed budgeted revenue $20,386,968
Estimated State Aid loss -500,000
Transfer from street Reconstr. Levy 500,000
General Fund revenue after transfer $20,386,968
Street Reconstruction Fund:
Proposed levy $1,283,400
Transfer to General Fund -500,000
Sale of bonds or certificates 500,000
Street Reconstruction Fund Balance
General Fund:
Proposed budgeted revenue $20,386,968
Estimated State Aid loss -900,000
Transfer from street Reconstr. Levy 900,000
General Fund revenue after transfer $20,386,968
Street Reconstruction Fund:
Proposed levy $1,283,400
Transfer to General Fund -900,000
Sale of bonds or certificates 900,000
Street Reconstruction Fund Balance
1.42
Y
84,873
2.56 $136,4551
4.54 $234,6191
1SSu e
DATE: August 27, 2002
TO: Dwight Johnson, City Manager
FROM: Richard C. Kline, Fire ChieL/'
SUBJECT: 2003 Fire Department Budget
During the City Council study session on August 26th several questions were raised
concerning the proposed 2003 Fire Department budget. Many of the questions centered
around line item requests contained in the original fire department request that had not
been authorized in the revised "manager's" budget proposal.
Listed are the line items discussed during the study session, a brief explanation of the
need" or reason for the request and the impact of not funding these line items. The line
items are listed in order offunding priority, in the event they are again authorized.
Fire Operations Machinery/Equipment ($17,820) Funding was requested to equip Fire
Station II with a vehicle emission exhaust system. This is a continuation of a 1998
project to install vehicle exhaust systems in all three City fire stations. Fire Station I was
equipped with a PlymoVent vehicle exhaust system in 1998. All three fire stations
currently rely on "general dilution" mechanical exhaust systems to remove exhaust
emissions. This type of system has proven to be ineffective and inefficient in the removal
of vehicle exhaust from our apparatus bays. The most effective means to exhaust vehicle
emissions is through a source capture exhaust/direct ventilation system. A source capture
system significantly reduces employee exposure to the fumes and particulate matter
produced by diesel engines. Additionally, diesel exhaust emissions are absorbed into
firefighter clothing, station furniture, and also discolor walls and ceilings. The Plymouth
Fire Department Safety Committee has issued a report relative to vehicle emissions in our
fire stations, reinforcing the need for a source -capture system. In an effort to reduce
employee exposure to the products of combustion, the Department currently employs a
combination of administrative controls (established policy and procedure for limiting
exhaust emissions within the station), operational controls (opening bay doors and
moving apparatus out of the station) and engineering controls (activating the station
general dilution ventilation system) when performing operational apparatus inspections
and responding to incidents. These "controls" are performed year-round.
When prioritizing this request, staff also considered the impact that exhaust particulate
and fumes has upon the morale of the firefighters. When the City is perceived as un-
caring of the needs of its employees, the issue of employee retention may be raised.
Concerns of employee health, the frequent laundering of personal clothing and an
atmosphere not conducive to a productive work environment have been mentioned by fire
personnel assigned to stations not equipped with source capture exhaust systems.
Attached are pricing options for installing the requested equipment.
Fire Duty Crew Safety Equipment/Clothing ($6,200) An increase in this account
was for the purchase of new and replacement turn -out clothing worn by firefighters who
serve on the Duty Crew Program. This is a new line item designed to better track the true
expenditures of the Program. Turn -out clothing is issued based upon the following
criteria:
Can the firefighter be properly fitted with in-service gear? If not, the firefighter is
measured for a set of gear and the set is ordered. On average, it takes four months
to receive the new set of gear. Until the new gear arrives, we fit the firefighter as
best we can, often limiting their duties on the fireground. We do not expose
members to situations in which they are not properly equipped/protected to
handle.
The age and condition of the turn -out gear is considered. We have embarked
upon a project to replace older gear that is on average, six to ten years old.
Depending upon frequency of use, exposure, and the physical characteristics of
the user, the useful life of turn -out clothing can be three to eight years.
Funding in this account would provide for the purchase and replacement of turn -out
clothing. Not funding this account would not jeopardize the safety of the firefighter.
Fire Operations Safety Equipment/Clothing ($5,000) An increase in this account is
driven by two issues: 1) The increased cost of a set of turn -out clothing has risen to
1,200; and 2) The accelerated replacement of turn -out clothing of members participating
in the Duty Crew program (increased frequency of use).
The Department has a positive history of promptly replacing or purchasing new turn -out
clothing as needed. In my opinion, the loss of this requested funding would not endanger
the safety of fire personnel.
Firefighting Tools/Supplies ($16,000) Our current in-service HURST equipment
Jaws of Life) consists of rescue equipment that is technologically out -dated, very heavy
and awkward to use, consumes too much valuable compartment space, and is becoming
difficult to maintain. HURST rescue equipment is utilized in many different fire/rescue
scenarios that include the removal of victims from vehicle and industrial accidents and in
firefighter rescue.
The weight, profile and available power of the rescue tool play an integral part in our
ability to use the tool safely and effectively to effect a rescue. As an example, our current
rescue equipment weights 70 pounds and takes two firefighters to operate. New
technology has allowed for lighter weight (55 pound) tools and lower profile equipment,
while increasing hydraulic power.
The safe use of the current HURST equipment has also been in question. Over the past
decade, several firefighters have experienced lower back strains while removing,
operating, and replacing our HURST rescue equipment. Lighter and lower profile
equipment would help reduce the potential for injury. Our current HURST rescue
equipment is approximately 15 years old.
Our current HURST equipment is operational and is in-service. Not funding this request
would not impact services offered to our community.
Fire Operations Uniforms ($1,500) The Department is currently replacing our winter
issued coat. The requested funding would accelerate the replacement of these coats. This
is not a safety issue, but one of appearance.
Alternative Funding Options
A few alternative funding options may be considered or may impact this discussion.
The Department has recently applied for a Federal FIRE grant for the replacement of our
Self Contained Breathing Apparatus. The grant request is for $247,540. If awarded, this
matching grant (70% federal/30% local) would be available in late 2002.
In the third quarter of 2002, the Department will be applying for a grant authorized
through the Minnesota Occupational Safety and Health Administration (MN -OSHA).
The request for $10,000 would be utilized for a vehicle exhaust removal system for Fire
Station II. This is a matching grant (50% state/50% local). If awarded, funding would be
available in late 2002. We are also investigating the possibility of applying for second
grant through MN- OSHA to assist with funding for an additional vehicle exhaust system.
The current and proposed fire department budget(s) reflect funding for "Professional
Services". In Duty Crew account (101-1532-7013), a funding amount of $5,700 is
included in both budgets. Fire Department staff believes this money may be transferred
for better use in other areas of the budget.
Hopefully, I have provided some clarity and given a sense of priority and background for
this discussion.
ss r S
MEMO
CITY OF PLYMOUTH
3400 PLYMOUTH BOULEVARD, PLYMOUTH, MN 55447
DATE: August 27, 2002
TO: Dwight Johnson, City Manager ( ?:,S
FROM: Eric Blank, Director of Parks & Recreation
SUBJECT: 2003 Ice Center Budget
At the first budget study session, the question came up regarding the drop in revenue in
the figure skating classes. Effective September 1, 2002, the Panda Figure Skating Club
will officially take over the operation of all pro's ice throughout the year. Previously, the
City registered pro's ice skaters on an individual basis and collected all of the revenue.
In the future, the new Plymouth parent -run organization will purchase ice time from us
for $140 per hour, and they will collect the revenue from the skaters to pay for the ice
rental. The line item for ice rental charges shows a $45,000 increase in ice rental, which
is additional revenue that we anticipate making from selling more ice time to the figure
skating club. We think the net effect is that we will actually make more revenue by
having the club buy ice time from us rather than selling indivdual hours to individual
skaters.
EB/ds