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HomeMy WebLinkAbout08/28/1990 TENTATIVE AGENDA ADJ.REG.SESSION SHAKOPEE, MINNESOTA AUGUST 28 , 1990 Mayor Gary Laurent presiding 1] Roll Call at 7 : 00 P.M. 2 ] Continued discussion on the proposed 1991 budget (bring budget materials previously distributed) 3] Certification of the 1991 general fund budget to the County Auditor 4] Setting 1991 budget hearing dates 5] Other business 6] Adjourn Dennis R. Kraft City Administrator TO: Dennis R. Kraft, City Administrator FROM: Gregg Voxland, Finance Director RE: Replacement Cycle of Vehicles DATE: August 21, 1990 Introduction Council meet in June to discuss the 5 Year Capital Equipment list. More information was requested from the Fire Chief, Public Works Director and the Police Chief concerning the replacement of vehicles. Background Pursuant to Council request, attached is information on the replacement of vehicles. The information is from the Police Chief and the Public Works Director. Information from the Fire Chief has not been received as of this date. Due to the volume of material, only a sample of the data on one public works truck is attached. The rest of the material is available upon request. There have been not request to change the items for 1991. Action Review and discuss. City Administrator Recommended Budget Reductions 1991 General Fund Budget Original Draft Revised General Fund Total Revenue $4,130,860 $4,133,810 General Fund Total Expenditures 5,128,350 4,964,694 Excess (Deficiency) (997,490) (830,884) Transfers In 830,884 830,884 Net ($166,606) $0 Reductions Court Fines & Fees - Revenue Increase (2,950) Police Officer (duplication) (33 ,146) Murphy's Landing Contribution (SO,000) Planning Ass't Planner (not fill vacant position) (31,765) Planning Intern (in lieu of Ass't Planner) 15,000 Fire Marschall (new position 1/2) (16,000) Fire Uniform Alowance (new request) (875) Fire Paint Truck Bays (3,000) P.W. Supervisor position elimination (48,610) Add Unemployment 6,000 Recreation Receptionist (1/2 position) (Note A. ) (12,000) Street Snow Plow Rents (3,000) Street Paint Mixer (1,400) Transportation Coalition Contribution (5,500) Contingency Increase (Compworth) 20,640 New Net 0 Note A. Due to newly acquiring this function and lack of direct knowledge of operating procedures, some other position may be more appropriate to reduce. Note B. It appears that the City must make more comparable worth adjustments before December 31, 1991. The cost to make adjustments to only the female dominated classification appears to be $36,000 or more. Y MEMO TO: GREG VOXLAND, FINANCE DIRECTOR �• �/ FROM: DAVE HUTTON, PUBLIC WORKS DIRECTOR tom1::, SUBJECT: 5-YEAR CAPITAL EQUIPMENT LIST The City Council has requested that I provide additional justification for my major equipment requests listed in the 5- Year Capital Equipment Plan. Specifically, I was asked to re-evaluate the current City policy on replacing dump trucks on our 10-year cycle. To review the net worth of each vehicle, I have obtained a copy of an equipment replacement analysis program developed by Oklahoma State University. This is a simplified program, but it's all we have until we develop a Comprehensive Vehicle Maintenance Program for Public Works. I have attached a printout for each major vehicle requested in the 5-Year Equipment Plan which provides the following information: Year and Age of Vehicle Original Cost Total Mileage Annual Mileage Annual Maintenance/Fuel Costs Total Annual Net Cost to the City Each computer printout is accompanied by a graph showing the total annual net cost to the City. As long as the total cost of the vehicle is decreasing annually, the vehicle is still cost effective to maintain. Once the costs level off or start to increase, as shown on the graphs, the vehicle is a candidate for replacing and is no longer cost effective to maintain. Any computer analysis is only as effective as the accuracy of the information put into it. In researching the total costs we found the record keeping on maintenance items prior to 1985 was not as comprehensive as the current record keeping is, so certain assumptions were made, especially regarding annual mileage usage. In addition, accurate fuel costs records have only been maintained since 1987. The following is a discussion of each major vehicle listed in the 5-year plan. 1991 - 2.5 TON DUMP TRUCK Based on the computer analysis, Public Works currently has 2 vehicles that need replacing. Vehicle No. 108 is a 1978 Chevy Dump Truck. The analysis indicates that since 1986 it is no longer cost effective for the City to maintain this vehicle. In fact, this vehicle was replaced in 1986. This vehicle has long been identified as a "standby" truck. By definition, a standby truck is exactly that - an extra vehicle that can be utilized during downtime of a regular, full use truck. But truck 108 is actually a full use truck that is an integral part of our operations. It is used for all snow plowing and sanding operations just like all the other full time vehicles. We currently do not have a standby vehicle at Public Works because three years ago one truck was scrapped due to major damage and it was never replaced. In effect, the vehicle fleet was reduced by one truck. Vehicle No. 106 is a 1980 Ford Tandem Truck. Based on the replacement analysis, it would appear that this vehicle will be due for replacement in 1991. At the end of 1990, the analysis can be updated to determine if it actually needs replacing. My request for 1991 is to replace vehicle 106 with a new dump truck. If the replacement is approved, I am proposing to keep 108 and 106 (tandem) for the following reasons. 1. The 108 dump truck can then be kept as a true standby and only used during breakdowns, emergencies, etc. 2. The tandem truck (106) is used for different operations than the other dump trucks. It is a much larger truck and is needed for hauling brush, gravel or snow where larger volumes are needed. The truck operates on 13 gears, though, so it is extremely difficult to use for snow plowing operations since there are other levers needed to be operated for the sander and the plow blades. 3. If 108 was sold, there would be no standby for snow plowing/ sanding operations since 106 is inappropriate for that use. 4. If 106 were sold, we would not have the larger vehicle at our disposal for hauling large volumes of materials that is needed. My request for 1991 consists of a new 2.5 Ton Truck with a sander, underbody blade and a wing/mast. The wing/mast is needed for plowing rural roads. Currently, the tandem (106) is the only truck with a wing/mast. I am also requesting to keep 108 as the standby and also 106 for operations requiring the tandem and larger loads. 1992 - LOADER (Vehicle No. 120) Based on the vehicle analysis, this vehicle was due for replacement in 1986. It will be 17 years old and clearly is not IL.- cost cost effective to maintain. My initial request was to replace this in 1994, but based on the vehicle analysis, I moved it up to 1992. Since we have two loaders and the new one was just purchased in 1990, we can concentrate most of our use on the new loader to keep the hours down on 120. During snow plowing operations, both loaders are needed extensively, though. 1993 - 2.5 TON TRUCK (No Wing/Mast This is to replace vehicle No. 102, which is a 1992 Ford Truck. Based on the computer analysis, this vehicle will be due for replacing within the next 2-3 years. Vehicle 102 would then cycle down to the standby vehicle and vehicle 108 sold. 1994 - STREET SWEEPER This is to replace the 1984 Elgin Sweeper. Based on the computer analysis, it is estimated to be due for replacement in 1994. 1995 - 2.5 TON TRUCK This is to replace vehicle No. 103, which is a 1985 Ford Truck. It is estimated to be due for replacement in 1995. Vehicle 103 would then cycle down to standby to replace vehicle 102 which would be sold at the auction. Please find attached a revised 5-Year Equipment List for Public Works along with the individual replacement analysis for each vehicle on the list. If you have any questions or wish to discuss this further, please contact me. Z 0 0 0 0 0 0 0 u-) 0 0 0 0 a.' Co o0 Co en ri G L0 0 0 00 0 0 0+ r".1.. �O o k b 0 00 0 o O 0 o lb • NO p m O O • C71 CO 10 `V O 00 O O O O „'r un C1.1 O ON en 00 O O O O N Cr .-1 1••• N M En CO 0 O o 0 0 0 0 0 0 O O O 0 0 0 CO in .. 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C O C O .)4 E E O d -4 - �+ cncna .1F• E-•• rcn cn cn CC cil a, SUMMARY OF VEHICLES ON FIVE YEAR PLAN 102 103 104 1982 FORD 2.5 TON TRUCK 1985 FORD 2.5 TON TRUCK 1984 ELGIN SWEEPER AGE - 8 YRS OLD AGE 5 YRS OLD 6 YRS OLD ORIGINAL COST $25,714.00 ORIGINAL COST $35,956.91 ORIGINAL COST $55,965.00 # OF MILES - 50734 # OF MILES - 26194 # OF MILES 11616 (AS OF 5/90) (AS OF 5/90) (AS OF 5/90) (1990 = 1110 MILES) (1990 = 1162 MILES) (1990 = 66 MILES) ANNUAL MAINTENANCE COST ANNUAL MAINTENANCE COST ANNUAL MAINTENANCE COST 1989 - 1482.25 1989 - 1250.24 1989 - 1141.34 1988 - 414.78 1988 - 298.90 1988 - 4916.57 1987 - 503.86 1987 - 465.14 1987 - 1319.41 1986 - 353.73 1986 - 1182.25 1986 - 1399.45 1985 - 74.56 1985 - 605.58 1985 - 1633.50 1984 - 175.38 1984 - 1874.12 1983 - 1340.33 1983 - 207.37 1982 - 1485.73 106 108 120 1980 FORD TANDEM 1978 CHEVY DUMP TRUCK 1975 FIAT FRONT END LDR AGE - 10 YRS OLD 12 YRS OLD 15 YRS OLD ORIGINAL COST $35,215.00 ORIGINAL COST $16,143.00 ORINGIAL COST $32,743.00 # OF MILES - 51282 # OF MILES - 66557 # OF HOURS - 5176 (AS OF 5/90) (AS OF 5/90) (AS OF 5/90) (1990 = 488 MILES) (1990 = 377 MILES) (1990 = 108 HOURS) ANNUAL MAINTENANCE COST ANNUAL MAINTENANCE COST ANNUAL MAINTENANCE COST 1989 - 1675.25 1989 - 678.17 1989 - 1287.85 1988 - 541.10 1988 - 3088.36 1988 - 1443.87 1987 - 1145.38 1987 - 1218.17 1987 - 776.91 1986 - 963.80 1986 - 2878.23 1986 - 9256.34 1985 - 785.56 1985 - 1530.61 1985 - 5462.46 1984 - 398.33 1984 - 2179.12 1984 - 930.91 1983 - 2449.40 1983 - 975.08 1983 - 979.11 1982 - 1483.35 1982 - 130.07 1982 - 2907.03 1981 - 663.94 1981 - 189.91 1981 - 234.79 1980 - 635.59 1980 - 618.84 1979 - 523.28 1979 - 334.75 1978 - 525.38 1978 - 887.11 1977 - 119.26 1976 - 76.50 2---- I. 11 IItn O g M H 0 -• O O O O O in N II II 10 I+ COQ IA O O N CO 4 .O- I 4 11 U a `Q P v O N O P O N in r r in II CD II II N 11 < O •O• IA P IA .0 # II 4 II • CO 'O 2 IA 3 In N N N N N in N H II > 0 ~ II I1 III 11 40 I II O O IA 0 .1- M A N O S 00 IA IA O) C II 11 -• CO O O IA O IA •O I II II C U F- O M # IA N P C ti M S ^ IA •1.r .- II P it C — O o In O N •O M a N •O• J• M• t .- :Ica-C. p II # II G m •O N Pel N N • N N N N N II II y II II O O. 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II II 7 I// N N N N N N N N �t O' UO L. M II 4 It L 7 N 'O 'O •O •O O •O •O •O 't In 't In Q I^ 11 J II O O CO Ae Ac "!c * .` 7 v_ .O II # II y N �i[ \�� II II O O �� II II 11 II �U II II I., • a a O O O O O O O •O IA p y II II O. a+ O O O O O O O O O v O N II (Si II O C N IA in IA O O t• N M CO .O co P •L II II •10 0 N N M P in P r, K) O •O 00 �t a. II # II Ia Z U CO 44 64 W W 44 Cl II II 0 edNJ NJM y II II F•• 44 W 44 W W W N ik U II II II II r. N M d � •O 1- CO P a N CI II II 4- ` 11 II 0 L .O E� • • II p IH I CO r t� I yu�O 7�f�,' `� 1: v+ II 11 W T \ ` v _ 6 m II II V� 1 1. \ \ 1 3.--- 0 0, c T - ci r 00 M _ 03 I 0, 0 T- ' - 0, 4: I L) �j r T 44 CC &_ _ � CiA) V W 16 T Dco >.- °' CC 03 _ a) 0 a7 h- I r - 03 0) 0 r } rt it' ,¢ co _ h J 0) J in 0 I 03 NIC, 0 IC, O T r r TO: City Council Dennis R. Kraft, City Administrator Greg Voxland, Finance Director FROM: Tom Steininger, Chief of Police SUBJECT: Squad Car Replacement DATE: 08 16 90 INTRODUCTION: At a work session earlier this year when the subject of squad car replacement was discussed, it did not appear that it would be necessary to buy three cars as indicated in our five year plan. It did not, however, seem reasonable to not plan on buying any cars for 1991. It was decided that the council would be provided with more information at a later date. BACKGROUND: The two patrol cars purchased in 1989 each accumulated approximately 32, 500 miles during their first year of service as a result of being operated an average of 80 hours per week. One of these cars is being operated an average of 120 hours per week this year and will accumulate 48,750 miles in 1990. The other 1989 patrol car is being operated approximately 100 hours per week and will accumulate 40, 650 miles. According to these projections, these vehicles will have accumulated 81,250 and 73, 150 miles by 05-15-90 which will be the end of their second year of operation. Operating these vehicles an average of 110 hours per week during their third year of operation will cause them each to accumulate another 46,700 miles. Once again, using May 15th as the end of the year, these vehicles will have accumulated 119,850 and 127, 950 miles. Using squad cars until they accumulate this kind of mileage is probably not in the best interests of the city in terms of officer safety and excessively high repair costs. It has been requested that funds be made available to purchase one patrol car to be placed into service in 1991. Doing so will make it possible to reduce the number of hours per week the 1989 cars are operated to 80 and the number of miles they accumulate back to 32, 500. If this is accomplished, the total miles these car accumulate will be reduced to 105, 650 and 113 ,750. This is still excessive but 2- we we can live with it on a one time basis. More importantly, raising the number of patrol cars in service from five to six makes it possible to schedule each car to operate 80 hours per week, resulting in the accumulation of 32 ,500 miles per year. At this rate, patrol cars would accumulate 97 , 500 miles over three years of operation. This is a reasonable life expectancy. Once this rotation is established, it should be possible implement a purchasing schedule wherein two cars are purchased each year, driven approximately 100, 000 miles in three years and recycled to other city departments or sold. ALTERNATIVES: 1. Don't buy any patrol cars next year and retain the existing replacement schedule which would call for 2 cars in 1992 and 3 in 1993 . 2. Buy one patrol car in 1991 to escape excessively high mileage from accumulating on existing equipment and begin replacing 2 cars a year in 1992. RECOMMENDATION: Alternative #2. ACTION REQUEST: Approve purchase of 1 patrol car in 1991. TO: Dennis R. Kraft, City Administrator FROM: Gregg Voxland, Finance Director RE: Replacement Cycle of Vehicles DATE: August 21, 1990 Introduction Council meet in June to discuss the 5 Year Capital Equipment list. More information was requested from the Fire Chief, Public Works Director and the Police Chief concerning the replacement of vehicles . Background Pursuant to Council request, attached is information on the replacement of vehicles. The information is from the Police Chief and the Public Works Director. Information from the Fire Chief has not been received as of this date. Due to the volume of material, only a sample of the data on one public works truck is attached. The rest of the material is available upon request. There have been not request to change the items for 1991. Action Review and discuss. MEMO TO: GREG VOXLAND, FINANCE DIRECTOR ; : ) / FROM: DAVE HUTTON, PUBLIC WORKS DIRECTOR ,-,—' SUBJECT: 5-YEAR CAPITAL EQUIPMENT LIST The City Council has requested that I provide additional justification for my major equipment requests listed in the 5- Year Capital Equipment Plan. Specifically, I was asked to re-evaluate the current City policy on replacing dump trucks on our 10-year cycle. To review the net worth of each vehicle, I have obtained a copy of an equipment replacement analysis program developed by Oklahoma State University. This is a simplified program, but it's all we have until we develop a Comprehensive Vehicle Maintenance Program for Public Works. I have attached a printout for each major vehicle requested in the 5-Year Equipment Plan which provides the following information: Year and Age of Vehicle Original Cost Total Mileage Annual Mileage Annual Maintenance/Fuel Costs Total Annual Net Cost to the City Each computer printout is accompanied by a graph showing the total annual net cost to the City. As long as the total cost of the vehicle is decreasing annually, the vehicle is still cost effective to maintain. Once the costs level off or start to increase, as shown on the graphs, the vehicle is a candidate for replacing and is no longer cost effective to maintain. Any computer analysis is only as effective as the accuracy of the information put into it. In researching the total costs we found the record keeping on maintenance items prior to 1985 was not as comprehensive as the current record keeping is, so certain assumptions were made, especially regarding annual mileage usage. In addition, accurate fuel costs records have only been maintained since 1987. The following is a discussion of each major vehicle listed in the 5-year plan. 1991 - 2.5 TON DUMP TRUCK Based on the computer analysis, Public Works currently has 2 vehicles that need replacing. Vehicle No. 108 is a 1978 Chevy Dump Truck. The analysis indicates that since 1986 it is no longer cost effective for the City to maintain this vehicle. In fact, this vehicle was replaced in 1986. This vehicle has long been identified as a "standby" truck. By definition, a standby truck is exactly that - an extra vehicle that can be utilized during downtime of a regular, full use truck. But truck 108 is actually a full use truck that is an integral part of our operations. It is used for all snow plowing and sanding operations just like all the other full time vehicles. We currently do not have a standby vehicle at Public Works because three years ago one truck was scrapped due to major damage and it was never replaced. In effect, the vehicle fleet was reduced by one truck. Vehicle No. 106 is a 1980 Ford Tandem Truck. Based on the replacement analysis, it would appear that this vehicle will be due for replacement in 1991. At the end of 1990, the analysis can be updated to determine if it actually needs replacing. My request for 1991 is to replace vehicle 106 with a new dump truck. If the replacement is approved, I am proposing to keep 108 and 106 (tandem) for the following reasons. 1. The 108 dump truck can then be kept as a true standby and only used during breakdowns, emergencies, etc. 2. The tandem truck (106) is used for different operations than the other dump trucks. It is a much larger truck and is needed for hauling brush, gravel or snow where larger volumes are needed. The truck operates on 13 gears, though, so it is extremely difficult to use for snow plowing operations since there are other levers needed to be operated for the sander and the plow blades. 3. If 108 was sold, there would be no standby for snow plowing/ sanding operations since 106 is inappropriate for that use. 4. If 106 were sold, we would not have the larger vehicle at our disposal for hauling large volumes of materials that is needed. My request for 1991 consists of a new 2.5 Ton Truck with a sander, underbody blade and a wing/mast. The wing/mast is needed for plowing rural roads. Currently, the tandem (106) is the only truck with a wing/mast. I am also requesting to keep 108 as the standby and also 106 for operations requiring the tandem and larger loads. 1992 - LOADER (Vehicle No. 120) Based on the vehicle analysis, this vehicle was due for replacement in 1986. It will be 17 years old and clearly is not cost effective to maintain. My initial request was to replace this in 1994, but based on the vehicle analysis, I moved it up to 1992. Since we have two loaders and the new one was just purchased in 1990, we can concentrate most of our use on the new loader to keep the hours down on 120. During snow plowing operations, both loaders are needed extensively, though. 1993 - 2.5 TON TRUCK (No Wing/Mast This is to replace vehicle No. 102, which is a 1992 Ford Truck. Based on the computer analysis, this vehicle will be due for replacing within the next 2-3 years. Vehicle 102 would then cycle down to the standby vehicle and vehicle 108 sold. 1994 - STREET SWEEPER This is to replace the 1984 Elgin Sweeper. Based on the computer analysis, it is estimated to be due for replacement in 1994. 1995 - 2.5 TON TRUCK This is to replace vehicle No. 103, which is a 1985 Ford Truck. It is estimated to be due for replacement in 1995. Vehicle 103 would then cycle down to standby to replace vehicle 102 which would be sold at the auction. Please find attached a revised 5-Year Equipment List for Public Works along with the individual replacement analysis for each vehicle on the list. If you have any questions or wish to discuss this further, please contact me. 7.-- 0 O 0 0 co 0 0 o 0o. u, i, ...4 -.7 _ _ oz co Z.,.. �v . - t: I C g 0 0 n.CA 00 0 0 o • 'v t N.( en 0 1 0 O O O O - o 0 in al 1-1 t� ) \. 1 4s go O O O :k � ON CO p i)\ o 0 0 0 •-I .4 J ' ' 0 00 O- O O O0 CN 0 O O • O O O 000 O O O O O p. ..-I C v) N� _N 0 0 e1 ,..,.I m en CO O O o I 0 O O O O O p CO WI o i 0 0 0 CT .-,1 �` a IZI v -4 L .-4 0 r a. '^� O L y0 IA a) co 1.4 a) 14 h a "Q 7 0 ..% LG b 0 CZ CD WC 'p G a vC O E F i Cv) .-.4 ...S4 I G L+ L .S3.4 CO C L .-r O i3 ). 14 L.1 S.4 y. — 1) C>,F • s+ 0 a) i 7 . yC W Lc. U O C, U CLU a) • y. y ^ 7+ 74 G 14 14 C R. )ay3ExU i ai a) Oi=5"F 'ti t > i 3 3 0 0 y I.) 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SUMMARY OF VEHICLES ON FIVE YEAR PLAN 102 103 104 1982 FORD 2.5 TON TRUCK 1985 FORD 2.5 TON TRUCK 1984 ELGIN SWEEPER AGE - 8 YRS OLD AGE 5 YRS OLD 6 YRS OLD ORIGINAL COST $25,714.00 ORIGINAL COST $35,956.91 ORIGINAL COST $55,965.00 # OF MILES - 50734 # OF MILES - 26194 # OF MILES 11616 (AS OF 5/90) (AS OF 5/90) (AS OF 5/90) (1990 = 1110 MILES) (1990 = 1162 MILES) (1990 = 66 MILES) ANNUAL MAINTENANCE COST ANNUAL MAINTENANCE COST ANNUAL MAINTENANCE COST 1989 - 1482.25 1989 - 1250.24 1989 - 1141.34 1988 - 414.78 1988 - 298.90 1988 - 4916.57 1987 - 503.86 1987 - 465.14 1987 - 1319.41 1986 - 353.73 1986 - 1182.25 1986 - 1399.45 1985 - 74.56 1985 - 605.58 1985 - 1633.50 1984 - 175.38 1984 - 1874.12 1983 - 1340.33 1983 - 207.37 1982 - 1485.73 106 108 120 1980 FORD TANDEM 1978 CHEVY DUMP TRUCK 1975 FIAT FRONT END LDR AGE - 10 YRS OLD 12 YRS OLD 15 YRS OLD ORIGINAL COST $35,215.00 ORIGINAL COST $16,143.00 ORINGIAL COST $32,743.00 # OF MILES - 51282 # OF MILES - 66557 # OF HOURS - 5176 (AS OF 5/90) (AS OF 5/90) (AS OF 5/90) (1990 = 488 MILES) (1990 = 377 MILES) (1990 = 108 HOURS) ANNUAL MAINTENANCE COST ANNUAL MAINTENANCE COST ANNUAL MAINTENANCE COST 1989 - 1675.25 1989 - 678.17 1989 - 1287.85 1988 - 541.10 1988 - 3088.36 1988 - 1443.87 1987 - 1145.38 1987 - 1218.17 1987 - 776.91 1986 - 963.80 1986 - 2878.23 1986 - 9256.34 1985 - 785.56 1985 - 1530.61 1985 - 5462.46 1984 - 398.33 1984 - 2179.12 1984 - 930.91 1983 - 2449.40 1983 - 975.08 1983 - 979.11 1982 - 1483.35 1982 - 130.07 1982 - 2907.03 1981 - 663.94 1981 - 189.91 1981 - 234.79 1980 - 635.59 1980 - 618.84 1979 - 523.28 1979 - 334.75 1978 - 525.38 1978 - 887.11 1977 - 119.26 1976 - 76.50 II It _ M 11 II 0 0 0 0 0 M •O 1A ^ 0 v .t Al II x /0 ✓ 0 LA O 0 N in 00 1� EO Al II N g N ��pp p. �p # •O I # x U 0. .6 P .t 0 N QO AlN in in r- O. .t M Is III CI II I N II < + x"0000 in� P IA .O r- O O P O O. - # II # N •P r ^ •O to N M M N M M N in N M II N< > I- II x II II �A pO 11 11 ✓ 0• {A• O •O O 0 •O M INA N 41 11 x . 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U 11 II Al in J IA t .O n- CO 0. 0 _ N 0 L II II w . s• • 7 II II 0 L II 0 II g v �.,, 9, c� II II y t` f II II W \ 2''., I. 1.•••Z.' ``v ▪ CO II II `\. V 1r — ... .��. 0 G7 _ to G T7 to Do 0, CO i _ 6 a) T 0 4;0 to 4t a) Ltd . - co � r T NI. � 64_ 'L 0 W 0 D cr) >" 0 , - co 07 Cr ce) T N 1 a3 T? a 1"-- Z r0 .1- 1— 0 _ a) r... co MM\ T rt CO J IPJ 0 - I I coT o tL 0 Ltd o T cN T TO: City Council Dennis R. Kraft, City Administrator Greg Voxland, Finance Director FROM: Tom Steininger, Chief of Police SUBJECT: Squad Car Replacement DATE: 08 16 90 INTRODUCTION: At a work session earlier this year when the subject of squad car replacement was discussed, it did not appear that it would be necessary to buy three cars as indicated in our five year plan. It did not, however, seem reasonable to not plan on buying any cars for 1991. It was decided that the council would be provided with more information at a later date. BACKGROUND: The two patrol cars purchased in 1989 each accumulated approximately 32, 500 miles during their first year of service as a result of being operated an average of 80 hours per week. One of these cars is being operated an average of 120 hours per week this year and will accumulate 48,750 miles in 1990. The other 1989 patrol car is being operated approximately 100 hours per week and will accumulate 40, 650 miles. According to these projections, these vehicles will have accumulated 81,250 and 73 , 150 miles by 05-15-90 which will be the end of their second year of operation. Operating these vehicles an average of 110 hours per week during their third year of operation will cause them each to accumulate another 46,700 miles. Once again, using May 15th as the end of the year, these vehicles will have accumulated 119, 850 and 127, 950 miles. Using squad cars until they accumulate this kind of mileage is probably not in the best interests of the city in terms of officer safety and excessively high repair costs. It has been requested that funds be made available to purchase one patrol car to be placed into service in 1991. Doing so will make it possible to reduce the number of hours per week the 1989 cars are operated to 80 and the number of miles they accumulate back to 32, 500. If this is accomplished, the total miles these car accumulate will be reduced to 105, 650 and 113 ,750. This is still excessive but we can live with it on a one time basis. More importantly, raising the number of patrol cars in service from five to six makes it possible to schedule each car to operate 80 hours per week, resulting in the accumulation of 32 , 500 miles per year. At this rate, patrol cars would accumulate 97 , 500 miles over three years of operation. This is a reasonable life expectancy. Once this rotation is established, it should be possible implement a purchasing schedule wherein two cars are purchased each year, driven approximately 100, 000 miles in three years and recycled to other city departments or sold. ALTERNATIVES : 1. Don't buy any patrol cars next year and retain the existing replacement schedule which would call for 2 cars in 1992 and 3 in 1993 . 2 . Buy one patrol car in 1991 to escape excessively high mileage from accumulating on existing equipment and begin replacing 2 cars a year in 1992 . RECOMMENDATION: Alternative n2 . ACTION REQUEST: Approve purchase of 1 patrol car in 1991. V TO: Dennis R. Kraft, City Administrator FROM: Gregg Voxland, Finance Director RE: Setting 1991 Budget Hearing Dates DATE: August 20, 1990 Introduction Council needs to set the dates for the 1991 budget hearing and the backup date if the hearing is continued. Background State law requires that Council hold a public hearing on the next years budget. The County Auditor will mail a notice to each taxpayer and the City must publish a notice showing the proposed tax levy, the percent increase from the current year and the date and time of the public hearing at which the tax levy and the budget will be adopted. The county and schools get first choice of when to hold their hearings. The attached calendar shows the open days for Council to select its hearing dates. Action Move to set for the public hearing on the 1991 budget and for the continuation date if needed. D e c 2 2 1990 N 0 v 1 1 1990 Budget Hearings SUN MON TUE WED THU FRI SAT ov 11 Nov 12 /Nov 13 /Nov 14 Nov 15 Nov 16 Nov 17 \ 7:30pm 191 \ Hearing Nov 18 / Nov 19 Nov 20 `Nov 21 Nov 22 Nov 23 Nov 24 7:00pm Thanksgiving Holiday County Hearing 7:00pm Council Nov 25 Nov 26 Nov 2? Nov 28 Nov 29 Nov 30 Dec 1 6:00pm 720 Hearing Dec 2 Dec 3 Dec 4 Dec 5 Dec 6 Dec 7 Dec 8 7:00pm 7:30pm 191 County Backup . . - . � I ...... I Backup - - - - 7:00pm 7 ,3Q P"` Council (Na...., Dec 9 Dec 10 Dec 11 Dec 12 Dec 13 Dec 14 Dec 15 6:00pm 720 Bac p . ...... - - - - - Dec 16 - Dec 17 Dec 18 Dec 19 Dec 20 Dec 21 Dec 22 7:00pm Council / 08/20/1990 �02 Yo ►2 � /Yo� � dio,y BULLETIN association of metropolitan municipalities p August 21, 1990 SPECIAL AMM MEMBERSHIP MEETING WHEN: THURSDAY, SEPTEMBER 6, 1990 WHERE: MINNEAPOLIS CONVENTION CENTER 1301 South Second Avenue Room 212 Minneapolis, Minnesota PURPOSE: TO CONSIDER BY-LAWS AMENDMENT AND DUES INCREASE TIME: 7 : 30 P.M. - CALL TO ORDER MEETING AGENDA 1. Call to order. 2 . Welcome to Minneapolis Convention Center. 3 . Brief Synopsis of Mission Task Force Report - Kevin Frazell, Chair. 4 . Presidents Comments - Larry Bakken. 5. Consider Amendment to AMM By-Laws Article III, Purpose (Attached) . 6. Consider Dues Increase Approval Resolution (Attached) . 7 . Other Business. 8 . Adjournment. SPECIAL NOTES: A. This is an extremely important meeting and each city should have at least one person present to cast its vote. B. Tours of this beautiful new facility will be provided starting at 6: 45 P.M. Tours will start inside the main lobby. C. This notice has been mailed to Mayors, Managers/Administrators and Delegates individually. SEE DIRECTIONS, MAP AND PARKING INFORMATION ATTACHED -1- 183 university avenue east, st. paul, minnesota 55101 (612) 227-4008 mss' os --4.= ''''. �— --_ / I n / .1 / ,i)jor IIIII• Qr3Y "; I/ gr, r� i .' s < o o f / / E. Co P D .0 ►\ O I , OS Sill'fat 14 2 ---. 1 1 �o 8 :i a r rz` — .A Illrd L �� e < � Yt`y yt ty, os, ,r 1 f z u " I'0 �i V NO.LM7� �, £ r " :1: E Q I 1 0 NI ii k ,© 1/ s �s' k* OS Bili aye — 4 P 4T 4/7- ,ve. 0 {-- �o • •• `'f Al' / .` ~ v- 100004*0000e i drCI � z4 44.100' = ����S a. i t< b al 1 O 44 7' // '' VI I [C::, (-) . w is 15 /� / CAVMA>ISJ 00000 / ??41 =z M ,J,JJ %O...111 ifp .41 °D Or r �11 z� A LA�'�I3u �'z cv x Z % iitj.4 , t. ga ,Q �S SLl i'.ZS`CLrt i V, it if ® V 00 v.IF, i. - T.: . a O 14 > ilItv ,� p +� i Z / SAV.L?77001N %::.'i: in 3' 2U2 �, s:am vi 1o a F X /may '. > i % � sn„,-, J / Y U Y I I ;: / ilii Wa 0 � < K U N W er `?::: : j p N Z 1 -2a- DIRECTIONS TO THE MINNEAPOLIS CONVENTION CENTER -- 94 from the East ( St .Paul ) Take the 11th Street exit : Follow 11th Street until ycu reach 2nd Avenue, turn left onto 2nd Avenue and follow 2nd Avenue directly to the Convention Center. -- 94 from the West and Northwest Use the 4th Street exit : follow 4th Street to 2nd Avenue, turn right onto 2nd Avenue and follow 2nd Avenue directly tc• the Convention Center. -- 35W from the South ( Bloomington ) Take Downtown exits to the 11th Street exit : Follow 11th - -7 -7_7 - Street to 2nd Avenue, turn left onto 2nd Avenue and continue to the Convention Center. -- 35W from the North Take 35W to the Washington exit : Take a right on Washingtcn . follow Washington to 2nd Avenue , turn left onto 2nd _Avenue . Follow 2nd Avenue directly to the Convention. Center. -- HiOhwav x12 from the West Take Downtown exit ( 12th Street ) : Follow to 2nd Avenue and turn right, follow 2nd Avenue directly to the Convention Center. PUBLIC ENTRANCE The current PUBLIC ENTRANCE is located on Grant Street between 1st and 2nd Avenues, next to Wesley Church. PARKING I suggest either the Plaza Municipal Ramp directly in frost_ cf the Convention Center ( the underground ramp) or the Orchestra. Hall Ramp. There is a 53 . 50 charge for parking. -2b- RESOLUTION TO APPROVE 1991 DUES RATE BE IT RESOLVED THAT THE AMM BOARD OF DIRECTORS SHALL BE AUTHORIZED TO LEVY A 1991 DUES AMOUNT UP TO A MAXIMUM OF 119% OF A CITY'S 1990 DUES AMOUNT. THIS INCREASE SHALL BE USED TO HIRE AN ADDITIONAL STAFF PERSON TO ASSIST IN ACHIEVING THE EXPANDED PURPOSE OF THE AMM AS CONTAINED IN ARTICLE III OF THE AMM BY-LAWS AND AS RECOMMENDED IN THE MISSION AND MEMBERSHIP SERVICES TASK FORCE REPORT. A copy of this report was mailed to each member city June 4 , 1990. NOTE: A dues increase which exceeds the cost of living as measured by the CPI for the preceding calendar year must be approved by member municipalities pursuant to Article V, Section 4 of the AMM By-Laws. (See brief job description below) Job Title: Communications and Research Director NATURE OF WORK This is a position with responsibilities for performing public information tasks, Association program arrangements and a variety of research assignments. The work involves personal contacts with municipal officials, state officials and the general public in the operation of the Association's programs and activities. MAJOR AREAS OF EMPHASIS a. Communicate with member cities and officials. b. Direct and maintain the Legislative contact System. c. Establish a public relations process including media contacts. d. Assist staffing AMM committees. e. Monitor Metropolitan Agencies activities. f. Research issues as required. A. Communicate with member cities and officials. Manage and direct the preparation, editing, publication and distribution of the periodic newsletter. Assist preparation and distribution of bulletins and other membership written communication. B. Direct and maintain the Legislative Contact System. Assist the Executive Director and Director of Legislative Affairs in developing, organizing, promoting, and administering a comprehensive program of coordinated lobbying activities for member city officials. -3- Assist administrative staff functions for the Legislative Coordinating Committee (LCC) . Coordinate meeting(s) with metropolitan legislators and local officials to discuss AMM priority issues. C. Establish a public relations process including media contacts. Develop/write and issue news/press releases on significant AMM events such as membership meetings, outreach breakfasts, legislator meetings, election of officers, key appointments, etc. Develop distribution system for issue oriented news releases and assist preparation/writing releases tailored for specific types of media. D. Assist staffing AMM Committees. E. Monitor Metropolitan Agency activities. Monitor the agendas and attend meetings as directed on a routine basis and report agency activities of interest to other AMM staff. Assist in developing a more proactive stance for setting the Metropolitan agenda. F. Research issues as required. Research specific issues as needed and prepare in depth reports that can be used in lobbying by staff and contact persons. Examples could include comparisons of city expenditures for various services on a per capita basis. DESIRABLE QUALIFICATIONS Training and Experience A combination substantially equivalent to a BS degree in political science or journalism with accumulated experience in journalism, public relations and government research. -4- ARTICLE III The purposes of the Association of Metropolitan Municipalities shall be to: 1. Serve as the primary representative of the collective interests of all metropolitan cities on metropolitan wide issues and state wide issues with unique metropolitan significance. 2. Promote collaborative problem solving efforts between and among cities, the State, the Legislature, private interests and other public interests. 3 . Effectively express in a unified voice, policies concerning the structure, powers and other matters relating to municipal government for the municipalities in the metropolitan area to the Legislature, Metropolitan Council and agencies, LMC, media and cities. 4. Serve as a forum through which all municipalities or groups of municipalities may develop and propose policies and positions on matters of concern to the metropolitan municipalities and develop strategies for advocating those policies and positions. 5. Serve as a forum for the interchange of ideas and information among municipalities in the metropolitan area and to foster intermunicipal cooperation. 6. Assist member cities to resolve disputes with other cities and agencies. 7. Develop and provide, either alone or in concert with the League of Minnesota Cities or other organizations or agencies, programs of technical assistance to member municipalities. 8 . Establish specific prioritized agenda, including Legislative proposals, to address member community needs. 9. Foster, generate and promote information and data concerning the problems and issues and proposed solutions affecting municipal government in the metropolitan area to the State Legislature, in particular, and to the public at large. 10. Enhance eneeurage the effectiveness improvement of municipal government in the metropolitan area by holding conferences and by fostering pertinent research projects. r-Te-Mork-eieseiy-with-the-League-ef-Minnesota-attic'-in-the interests-ef-members-ef-this-Asseeiatien-ef-Metrepelitan Munieipalities7 11. Coordinate the efforts of AMM members to promote their interests within the League of Minnesota Cities. -5- 87 Te-strve-te-make-the-metrepeiitan-area-and-its-eempenent municipalities-mere-efficient-and-progressive-in-the-continuing task-ef-making-the-quality-ef-life-as-eempiete,--satisfying-and enriching-as-pessibie-for-ail-eitirens- 12. Enhance the quality of life in the metropolitan area and its cities by promoting efficient and progressive service delivery systems for our residents. Legend: 1. New working is underlined. 2 . Wording to be deleted is crossed out. 3 . Unchanged wording is printed as is. -6-