HomeMy Public PortalAbout04.16.2024 Work Session Meeting Packet Posted 5/29/2009 Page
WORK SESSION AGENDA
MEDINA CITY COUNCIL
Tuesday, April 16, 2024
6:00 P.M.
Medina City Hall
2052 County Road 24
I. Call to Order
II. Motion to Delegate Duties to Preside Over the Meeting to
Council Member Albers
III. Payroll Outsourcing Discussion (10 minutes)
IV. Brush Pile Discussion (20 minutes)
V. MPFD 2025 Contract Renewal (10 minutes)
VI. LLFD Extension/Relationship Discussion (2 minutes)
VII. Prosecuting Attorney Discussion (18 minutes)
VIII. Adjourn
Posted 04.12.2024
Mayor Kathleen Martin will participate
in the meeting virtually from the Forum
Room at the Sonoma Valley Regional
Library, 755 West Napa Street,
Sonoma, CA 95476
MEMORANDUM
TO: Mayor Martin and Members of the City Council
FROM: Erin Barnhart, Finance Director
DATE: April 11, 2024
SUBJ: Outsourcing Payroll Services
Background
City Council members requested that options for outsourcing payroll be researched to determine if a cost
savings or time savings for staff could be achieved.
Staff reached out to cities via the MN Government Finance Officers Association list serve to pool
information from cities that currently outsource payroll or have in the past. No responses were received
regarding cities currently using outsourcing services. One response was received from a city that did
extensive research into outsourcing and determined that it was not a suitable fit for their government
accounting practices.
Three payroll companies were contacted to discuss cost and scope of services, ABDO, Paychex and
ADP.
ABDO Paychex ADP Medina
Payroll Approval & Review
✓
Process Payroll ✓ ✓ ✓ ✓
Direct Deposit ✓ ✓ ✓ ✓
Distribute W-2 ✓ ✓ ✓ ✓
Payroll Tax Report ✓ ✓ ✓ ✓
File Tax Reports TBD ✓
Vendor Payments (PERA,
FED/FICA, Deferred Comp, HSA)
✓
Enter Payroll Into Medina
Software
TBD ✓
Software Cost $10-15k TBD TBD $840
Annual Cost $40,000 $11,060 $16,800 $3,500
WS Item III
2
Summary
• The City would be responsible for setting up, submitting the information to the PR company and
then proofing the data prior to PR being released.
• The City would be responsible for the transfer (integration) of accounting information from their
system into our Fund Accounting system.
• Correcting errors via third party complicates payroll process and timing of corrections is not in
the City’s control.
• The breaking down of the labor distribution with the multiple accounting codes for tracking such
as Public Works (parks, water, sewer, etc.) and PD (OT, deferred holiday, field training, etc.)
would need to be broken down by the City prior to submittal.
• The City’s payroll software integrates with Fund Accounting and automates all payroll reports,
including taxes, W-2/1099/ PERA and unemployment.
• The City’s payroll software automatically creates vendor e-checks for taxes, PERA,
garnishments, etc.
The addition of a timecard add-on module that integrates with Medina’s current payroll software could
further streamline the payroll process and save on staff time, reducing manual data entry of timecard
information for each employee.
Recommendation
Staff recommends keeping payroll services in-house. Staff research shows that current in-house
procedures are a significant cost and time savings for the City and staff.
1
TO: Honorable Mayor and City Council
FROM: Steve Scherer, Public Works Director
DATE: April 10, 2024
MEETING: April 16, 2024
SUBJECT: Brush and Compost Site Access Discussion
History
Medina has offered brush and compost recycling since the late 1980s. In the earlier years,
the pile was simply burned ever so often. Since the city began sub-contracted brush
grinding/removal and compost removal services the costs continue to steadily increase.
Gates were installed in 2020 to help curb unauthorized dumping, however, this has not
stopped it.
In February, the Council instructed Staff to move forward with a card reader system at
the entrance gate and upgrade the camera security system. Additionally, Council
instructed Staff to research commercial dumping, whether a fee should be charged for the
cards, whether to continue the partnership with Loretto, and if so, how to divide
expenses.
Card Reader System
The cost to install the card reader system and security camera upgrade is approximately
$16,334.00, as detailed below.
•Installation and equipment for card reader system: $4,930.00
•Installation of bullet camera at gate: $4,204.00
•Boring services for underground conduit: $2,000.00
•Computer and software upgrades: $2,000.00
•Access card (400 x $8.00 ea.): $3,200.00
Staff recommends offering one card per household at no charge and replacement card(s)
at $50.00 each, to cover the administrative maintenance, including deactivation of the old
card and activation of the new card. The replacement cost also provides an incentive for
people to keep track of their card.
Staff estimates the expense will be recaptured, over time, by the reduction in grinding and
yard waste removal.
MEMORANDUM
WS Item IV
2
Commercial Haulers
Staff feels an argument can be made both for and against allowing commercial haulers to
access the site.
• Eliminating commercial dumping will significantly decrease the amount of
material dumped at the site, therefore will decrease costs for removal.
• It is near impossible to confirm an entire commercial load originates from a
Medina project.
• Commercial haulers who dump yard waste at the Medina site avoid fees, the cost
avoidance may or may not be passed on to residents.
• If a resident doesn’t have the means to haul their brush, eliminating commercial
dumping will restrict them from hiring someone to haul their material and utilize
the City’s site for disposal.
One potential alternative option for residents wishing to utilize commercial haulers is a
privately managed business in Maple Grove who accepts yard waste materials for a fee.
(see attachment)
Loretto Agreement
In 2014 Medina and Loretto entered into an agreement which allows Loretto residents
access to dispose of yard waste at the Medina site. The agreement outlined both parties’
responsibility for maintenance of the area, which in the end became very burdensome to
manage. Loretto Public Works Director Jeff Leuer and I came to a verbal agreement
where Medina took on all maintenance of the site and Loretto paid for half of the
invoiced cost to grind and remove waste. Due to the significant increase in grinding and
removal service costs, Loretto is seeking to renegotiate the agreement with Medina.
Staff estimates Loretto currently contributes approximately 8% towards the total cost of
operating the yard waste site. Contributing factors include on-site management,
equipment, personnel, and grinding/removal costs. With the addition of the new card
reader system, Staff recalculated the cost to manage the yard waste site and estimates
Loretto should contribute 15% to 20%.
Additional Items to Consider
• Emerald ash borer is now widespread in Medina and already impacting space at
the Medina facility.
• The cost of the security gates in 2020 exceeded $50,000.00, should Medina look
for Loretto to share in the burden of this cost? And/or the cost of the card reader
system?
• Two invoices, totaling $11,516.00 remain unpaid by Loretto, who is asking to
renegotiate the contract.
3
Fee Schedule Adjustments
Fee schedule adjustments would need to include:
• Replacement Card Fee
• Illegal Dumping Fees
Council Policy Discussion
1. Is Council in support of a no-charge initial sign-up fee, and a $50.00 replacement
card fee?
2. Should Medina renegotiate an agreement with Loretto?
3. If a contract is renegotiated, should Medina look for Loretto pay a buy-in fee;
what should that fee be; and at what percentage should ongoing costs be billed at?
4. Should Medina allow commercial dumping of yard waste at the site?
Attachments
• Maple Grove Compost Site Fee Schedule
MAPLE GROVE YARD WASTE DROP-OFF SITE
10300 Maple Grove Parkway | Maple Grove, MN 55369
763.420.4886 (owned and operated by Lynde & McLeod Inc)
(More information at: www.mgyardwaste.com)
– 2024 SEASON –
Open April 1st – November 30th
Closed: Memorial Day Monday, May 27th Independence Day Thursday, July 4th
Labor Day Monday, September 2nd Thanksgiving Day Thursday, Nov. 28th
Open without charge to residents of:
Brooklyn Center Brooklyn Park Champlin Crystal
Dayton Maple Grove New Hope *Rogers (w/permit)
*Obtain permit at Rogers City Hall: 763-428-2253
(Residents can bring brush up to 10” in diameter for free. Brush 10” in diameter and over, see below for pricing)
• All material must be de-bagged at the site and bags removed.
• Biodegradable bags are not accepted.
• Lawn and garden waste accepted, including leaves, grass, plant material, straw, apples, wood chips, sand, and brush up to 10” in diameter. No
stumps or erosion blankets allowed.
• Material over 10” to 36” in diameter will be charged $24.00 cu yd (no matter which city the customer is from).
• We are a designated disposal site for ash tree waste.
• Due to the quarantine on ash and deciduous wood, no free mulch is available.
Directions:
• Take I-94 northwest to Maple Grove Parkway (County Rd 30 / Exit 213) in Maple Grove. Go north on Maple Grove
Parkway approximately 1 mile. Turn right into the site entrance.
• Take County Road 81 approximately three miles northwest of Osseo to Maple Grove Parkway. Turn
left/south on Maple Grove Parkway. Turn left into the site entrance (.3 miles).
Hours of Operation
Monday – Saturday 8:00 AM - 7:00 PM
Sunday 11:00 AM - 7:00 PM
2024 Pricing
*Payment accepted: Credit card or check only. Site also open to residents of other cities and commercial customers at
the following fees:
*Minimum Charge $6.00
*April – May -Grass/Leaves $12.00 cu yd
*June – September -Grass/Leaves $17.00 cu yd
*October – November -Grass/Leaves $12.00 cu yd
*April – November -Garden Waste $12.00 cu yd
*April – November -Brush/Logs $24.00 cu yd
*April – November -Dirt/Sod/Clay/Sand $17.00 cu yd
*April – November -Aggregate (Under 2”) $17.00 cu yd
*April – November - Wood chips per load $25.00 per Single Axle
*April – November - Wood chips per load $50.00 per Tandem Axle
*33 Gallon Trash Bags - $2.50 ea. (June-Sept $4.50 for grass)
MEMORANDUM
TO: Mayor Martin and City Council
FROM: Scott Johnson, City Administrator
DATE: April 16, 2024
SUBJ: MPFD 2025 Contract Renewal
Background
A discussion was requested on the possibility of extending or terminating the Maple Plain
Fire contract. The process to terminate fire services requires a minimum six-month written
notice to Maple Plain FD. Below is the contract language under the current agreement.
Any termination would require notice prior to July 1, 2024 from the City of Medina.
Staff was also asked to request from West Suburban FD an estimated cost to cover this
section of Medina and for a letter showing their willingness to cover this area of Medina.
Both pieces of information have been included with the work session information packet.
Staff has included the following requested background information on the contract with
Maple Plain FD: the number of residential and commercial buildings covered, the annual
costs for Maple Plain FD since 2022, and the number of service calls recently in the Maple
Plain FD area of Medina.
Staff has also included the 2024 Fire Contract Detail and the 2024 Fire Contracts Summary.
Both documents provide recent history of the three fire contracts Medina utilizes to provide
fire services to residents.
Maple Plain Fire Contract Information
Contract termination process:
Medina or Maple Plain may choose to terminate its participation in the Contract, with or
without cause; provided, however, that such termination be effective on January 1 of the
subsequent year preceded by a minimum six-month written notice.
Annual Costs for Maple Plain Fire (includes capital expense)
2022: $15,000
2023: $15,750
2024: $16,537.50
The Maple Plain contract area covers approximately 1 percent of Medina’s geographic area
and 1.8 percent of Medina’s population.
WS Item V
2
Number of current residential and commercial buildings covered:
Residential – 76
Commercial - 2
Distances to the southwest corner of Medina:
MPFD - 5,366.50 feet (just over one mile)
WSFD - 19,931 feet (approximately 3.8 miles)
Maple Plain FD Calls for Service in Medina
Year EMS type
call
Vehicle
Crashes
Alarms Fire Good
Intent
Misc Call
Total
2021 1 1
2022 2 1 3
2023 3 2 2 1 1 9
2024 –Q1 4 1 1 1 7
Requested Discussion
Staff is requesting City Council review of the information and discussion on possible
direction for fire services in the Maple Plain fire area of Medina.
WEST SUBURBAN
FIRE DISTRICT
Station 1: 259 N. Medina Street, PO Box 22 Loretto, MN 55357
Phone: 763-479-3036
Web: www.westsuburbanfire.org
3/27/2024
City of Medina
2052 County Road 24
Medina, MN 55340
Attn: Jason Nelson
Jason,
As per your request, this letter is to confirm that if requested by the City of Medina, the West Suburban Fire District
would provide fire services for the area located in southwest Medina that is currently covered by the Maple Plain Fire
Department, excluding the Three Rivers Parks District area which will remain fire service coverage from the Maple Plain Fire
Department.
Please contact me if you have any questions.
Sincerely,
Jeffrey P Leuer
Fire Chief
West Suburban Fire District
259 N. Medina Street
P.O. Box 22
Loretto, MN 55357
Scott Johnson
From:
Sent:
To:
Cc:
Subject:
Hi Jason,
Jeff Leuer<jeff.leuer@westsuburbanfire.org>
Thursday, March 14, 2024 12:54 PM
Jason Nelson
Scott Johnson
Maple Plain Area & Long Lake Area's
As per your request I added in the 2024 market value, approx call hours and the difference for 2024 is
below:
Maple Plain Area
2024 Current $544,878.64 - Without Maple Plain Area
2024 Added $546,478.83 - With Maple Plain Area
Difference $ 1,600.19 - Additional Amount to 2024 Medina Amount
Long Lake Area
2024 Current $544,878.64 - Without Long Lake Area
2024 Added $561,431.75 - With Long Lake Area
Difference $ 16,553.11 - Additional Amount to 2024 Medina Amount
Both Areas Added
2024 Current - $544,878.64
2024 Added - $563,031.94 - With Both Area's Added
Difference $ 18,153.30 - Additional Amount to 2024 Medina Amount
Please let me know if you have any questions.
Best Regards,
Jeffrey P. Leuer
Fire Chief
West Suburban Fire District
259 N. Medina Street
PO Box 22
Loretto, MN 55357
CeII# 612-221-4963
Office # 763-479-3036
jeff.leuerAwestsuburbanfire.orq
"Never overestimate what you hear or under estimate what you see."
1
Loretto Volunteer Fire Depart.
DBA West Suburban Fire District
MN Ch. 317A Non-profit Corporation
Date Medina’s contract with Loretto is dated 1-1-13
Term The initial term is 3 years from 1-1-13 to 12-31-15
Amendment Hamel Fire Volunteer Fire Department was merged with Loretto Volunteer Fire
Department; forming the West Suburban Fire District dated 7 -1-23
Renewal Contracted Services as defined in the Loretto Contract throughout the entire
WSFD Medina Service Area, shall commence upon the execution of this Second
Amendment and expire on December 31, 2030. Thereafter, automatic three-
year renewal terms shall take effect.
Termination w/o Cause
The contract may not terminate its provision of Contracted Services in any
portion of the WSFD Medina Service Area unless it first provides Medina with
three years' written notice of termination.
Termination w/ Cause
The contract may be terminated for cause at least (90) days prior to date of
termination.
Budget/Allocation
The cost of Contracted Services to the Cities shall be determined by formula for
each calendar year during the term of the Agreement, using the Cost Allocation
Data described in Exhibit D of the contract. Estimated market value of all
properties that are not tax-exempt within the Fire Service Area will determine
50% of the cost, and average usage of Contracted Services over the three (3)
most recent calendar years will determine 50% of the cost allocated to each
Contracting City. The source of estimated market value shall be amounts
compiled by the office of the Hennepin County Assessor and provided to the
Department by the Contracting Cities prior to July 1 of each year during the term
of this Agreement and any extended or renewal term.
Percent Breakdown of Budget by City
Greenfield 9%
Corcoran 21%
Independence 11%
Medina 54%
Loretto 5%
Medina’s Recent Budget Shares
2013: $96,537 (includes Capital)
2014: General: $83,266 Capital: $17,839
2015: General: $80,575 Capital: $18,000
2016: General: $79,978.87 Capital: $22,600.50
2017: General: $86,393.33 Capital: $21,315
2018: General: $88,985 Capital: $21,000
2019: General: $75,506 Capital: $18,877
2020: General: $71,277 Capital: $18,877
2021: General: $62,183.74 Capital: $22,999.47
2022: General: $67,971 Capital: $27,886
2023: General: $79,356.04 Capital: $32,556.32
2024: General: $118,574.29 Capital: $79,999.44
Payoff of Hamel Assets Acquired in Merger
2023: 3Q- $19,999.86
4Q- $19,999.86
2024: 1Q - $19,999.86
2Q- $19,999.86
3Q- $19,999.86
4Q- $19,999.86
Maple Plain Fire Department
City Department
Date Medina’s contract with Maple Plain is dated 8-23-21
Term The initial term is 1 year from 1-1-22 to 12-31-22
Renewal Contract was negotiated in 2021 for a one-year term with automatic renewal for
successive one-year terms.
Termination w/o Cause
This Contract shall be terminable only as follows:
1. Medina or Maple Plain may choose to terminate its participation
in the Contract, with or without cause; provided, however, that
such termination be effective on January 1 of the subsequent year
preceded by a minimum six-month written notice;
2. Immediate termination may occur for breach of contract
following written notice; or
3. By mutual written agreement by both parties for any reason
including to enable participation in a fire service district or similar
organization.
Termination w/ Cause
Immediate termination may occur for breach of contract following written
notice.
Budget/Allocation
The base compensation for the budget is an annual amount equal to the
previous year’s Base Compensation plus the year’s annual Consumer Price Index
(CPI) percent increase for the Minneapolis-St. Paul Metro area as published by
the U.S. Department of Labor Bureau of Labor Statistics, but not less than a 2%
increase and not to exceed a 5% increase.
Medina’s Recent Budget Shares
2013: $5,135
2014: $5,238
2015: $5,342
2016: $5,502
2017: $5,667
2018: $5,837
2019: $6,012
2020: $5,898
2021: $6,015
2022: $15,000
2023: $15,750
2024: $16,537.50
Long Lake Fire Depart.
City Department
Date Medina’s contract with Long Lake is dated 10-15-02
Term The initial term is 20 years from 1-1-02 to 12-31-20.
Renewal Automatically renewed for only one 5-year term ending 12/31/25.
Termination w/o Cause
For breach of contract. By mutual agreement of all cities covered by the
agreement. City of Medina may terminate its participation in this Agreement
without cause, subject to providing a twenty-four month notice of termination.
This agreement may be renegotiated or terminated by the cities to enable
participation in a fire district or similar organizational arrangement. Contract
includes a mutual agreement clause to permit transition, upon thirty-days
advance agreement, to a joint powers agreement and/or a future fire services
taxing jurisdiction.
Termination w/ Cause
For “Good Cause” by any city that desires to terminate its participation in the
Agreement provided that such termination is preceded by a minimum of 36
months notice. “Good Cause” shall mean, but is not limited to, a pattern of
inadequate service quality; including inadequate response to call, inadequate
training, and inadequate handling of calls; and/or a pattern of budget overruns.
Budget/Allocation
Each of the Contracting Cities receiving fire services from the Long Lake Fire
Department shall pay a share of the costs of the Annual Fire Services Operating
and Capital Budgets. The City’s Budget Share will be based upon a formula,
which takes into account the Market Value of the protected property and the
fire department staff resources utilized to protect the property. The objective is
to fairly allocate “insurance” type costs and “effort and variable” type costs. The
Contracting Cities have agreed that 70% of the share allocation will be based
upon Market Value and 30% upon fire departments hours expended on calls to
the City Fire Service Area.
Percent Breakdown of Budget by City
Long Lake 11%
Medina 5%
Orono 84%
Medina’s Recent Budget Shares
2013: $24,420
2014: General $24,220 Capital: $5,248 (actual collected)
2015: General $24,977 Capital: $6,000 (actual collected)
2016: General $25,263 Capital: $7,000 (actual collected)
2017: General $26,111 Capital: $6,000
2018: General $26,894 Capital: $6,000
2019: General $23,165 Capital: $6,000
2020: General $25,061 Capital: $6,000
2021: General $23,723 Capital: $6,000
2022: General $26,727 Capital: $11,205
2023: General $33,775 Capital: $11,000
2024: General $46,869 Capital: $11,000
OPERATING
1 Hamel 257,500.00$ 71.10% 266,550.00$ 72.28% 266,550.00$ 74.36% 281,750.00$ 71.98% 297,400.00$ 69.77% 0.00%
2 Loretto (West Suburban) 75,505.99$ 20.85% 71,277.00$ 19.33% 62,183.74$ 17.35% 67,971.21$ 17.36% 79,356.04$ 18.62% 474,297.14$ 88.39%
3 Long Lake 23,165.00$ 6.40% 25,061.00$ 6.80% 23,723.00$ 6.62% 26,727.00$ 6.83% 33,775.00$ 7.92% 45,762.00$ 8.53%
4 Maple Plain 6,012.47$ 1.66% 5,898.01$ 1.60% 6,015.97$ 1.68% 15,000.00$ 3.83% 15,750.00$ 3.69% 16,537.50$ 3.08%
5 362,183.46$ 368,786.01$ 358,472.71$ 391,448.21$ 426,281.04$ 536,596.64$
7 CAPITAL1
8 Hamel 73,000.00$ 74.58% 75,000.00$ 75.09% 75,000.00$ 72.12% 75,000.00$ 65.74% 77,000.00$ 63.87% 79,999.44$ 51.09%
9 Loretto (West Suburban) 18,877.00$ 19.29% 18,877.00$ 18.90% 22,999.47$ 22.11% 27,885.63$ 24.44% 32,556.32$ 27.01% 70,581.50$ 45.08%
10 Long Lake 6,000.00$ 6.13% 6,000.00$ 6.01% 6,000.00$ 5.77% 11,205.00$ 9.82% 11,000.00$ 9.12% 6,000.00$ 3.83%
11 Maple Plain -$ 0.00% -$ 0.00% -$ 0.00% 0.00% 0.00% 0.00%
12 97,877.00$ 99,877.00$ 103,999.47$ 114,090.63$ 120,556.32$ 156,580.94$
13 TOTAL CONTRACT
14 Hamel 330,500.00$ 71.84% 341,550.00$ 72.88% 341,550.00$ 74.83% 356,750.00$ 70.57% 374,400.00$ 68.47% 0.00%
15 Loretto (West Suburban) 94,382.99$ 20.52% 90,154.00$ 19.24% 85,183.21$ 18.66% 95,856.84$ 18.96% 111,912.36$ 20.47% 624,878.08$ 90.15%
16 Long Lake 29,165.00$ 6.34% 31,061.00$ 6.63% 29,723.00$ 6.51% 37,932.00$ 7.50% 44,775.00$ 8.19% 51,762.00$ 7.47%
17 Maple Plain 6,012.47$ 1.31% 5,898.01$ 1.26% 0.00% 15,000.00$ 2.97% 15,750.00$ 2.88% 16,537.50$ 2.39%
18 460,060.46$ 468,663.01$ 456,456.21$ 505,538.84$ 546,837.36$ 693,177.58$
19
20
23 MARKET VALUE2
24 Hamel 1,260,512,200 74.61% 1,339,983,100 75.18% 1,414,766,600 75.58% 1,500,337,300 75.18% 1,849,043,700 74.33% 2,051,887,693 74.71%
25 Loretto (West Suburban) 229,443,300 13.58% 235,285,700 13.20% 237,551,900 12.69% 253,644,100 12.71% 330,149,499 13.27% 347,310,518 12.65%
26 Long Lake 181,686,900 10.75% 188,447,300 10.57% 198,571,500 10.61% 218,159,800 10.93% 279,148,200 11.22% 314,976,037 11.47%
27 Maple Plain 17,885,000 1.06% 18,707,100 1.05% 21,101,100 1.13% 23,567,100 1.18% 29,127,100 1.17% 32,335,643 1.18%
28 1,689,527,400 1,782,423,200 1,871,991,100 1,995,708,300 2,487,468,499 2,746,509,891
30 CALLS3
31 Hamel 178 186 228 264
32 Loretto (West Suburban) 28 50 36
33 Long Lake 16
34 Maple Plain
35 194 214
37
CONSUMER PRICE INDEX
(CPI-U)4 (June-June)
38 1st Half 2018 243.77 1st Half 2019 248.62 1st Half 2020 251.842 1st Half 2021 260.106 1st Half 2022 281.236 1st Half 2023 290.236
39 1st Half 2019 248.62 1st Half 2020 251.842 1st Half 2021 260.106 1st Half 2022 281.236 1st Half 2023 290.236 1st Half 2024
40
% Change from
Prior Year 1.99%
% Change from
Prior Year 1.30%
% Change from
Prior Year 3.28%
% Change from
Prior Year 8.12%
% Change from
Prior Year 3.20%
% Change from
Prior Year
42
43
44
45
46
47
49
50 POPULATION4
51 Hamel 4,936 75.73% 5,241 76.59% 5,279 76.06% 5,528 76.88% 5,764 75.82% 0
52 Loretto (West Suburban) 804 12.33% 814 11.90% 838 12.07% 838 11.66% 841 11.06% 6,675
53 Long Lake 666 10.22% 675 9.86% 699 10.07% 699 9.72% 798 10.50% 798
54 Maple Plain 112 1.71% 113 1.65% 125 1.80% 125 1.74% 199 2.62% 199
55 6,518 6,843 6,941 7,190 7,602 7,672
56
57 HOUSEHOLDS5
58 Hamel 1,726 75.73% 1,809 76.59% 1,824 75.68% 1,908 76.02% 1,966 75.82% 0
59 Loretto (West Suburban) 281 12.33% 281 11.90% 284 11.78% 281 11.20% 287 11.07% 2,298
60 Long Lake 233 10.22% 233 9.86% 260 10.79% 266 10.60% 272 10.49% 275
61 Maple Plain 39 1.71% 39 1.65% 42 1.74% 55 2.19% 68 2.62% 69
62 2,279 2,362 2,410 2,510 2,593 2,641
63
64 PER CAPITA6
65 Hamel 67$ 23.74% 65$ 23.77% 65$ 30.98% 65$ 18.27% 65$ 19.49% -$
66 Loretto (West Suburban) 117$ 41.64% 111$ 40.40% 102$ 48.67% 114$ 32.39% 133$ 39.93% 94$
67 Long Lake 44$ 15.52% 46$ 16.79% 43$ 20.36% 54$ 15.36% 56$ 16.84% 65$
68 Maple Plain 54$ 19.11% 52$ 19.04% -$ 0.00% 120$ 33.98% 79$ 23.75% 83$
69 282 274 209 353 333 242
70
71 BUILDING PERMITS ISSUED
72 # Value # Value # Value # Value # Value # Value
73 Single Family 47 $28,071,511 38 $25,762,628 86 $44,648,398 34 $35,186,819 16 $15,767,578 0 $0
74 Multi Family 0 $0 0 $0 0 $0 50 $15,116,562 41 $9,487,161 0 $0
75 Commercial/Industrial 6 $19,761,519 9 $28,758,516 4 $5,358,000 0 $4,296,889 5 $4,230,906 0 $0
76 53 $47,833,030 47 $54,521,144 90 $50,006,398 84 $54,600,270 62 $29,485,645 0 $0
77
78
MEDINA COST OF LIVING
ADJUSTMENT (COLA)8
79 2.50% 2.50% 1.50% 3.50% 5.00% 3.00%
80
81
SOCIAL SECURITY COST
OF LIVING ADJUSTMENT
(CPI-W)9 (Sept-Sept)
82 2.80% 1.60% 1.30% 5.90% 8.70% 3.20%
84
85
86 Updated 4/11/24
87
88
2022
2022
2022
2022
2022
2022
2022
2022
2022
2022
4Consumer Price Index from US Dept. of Labor, Minn / St Paul, All Urban Consumers (CPI-U), June to June. Base Year 1982-1984 =
100. Pertains to Maple Plain Fire Contract where increases are based on CPI-U data alone.
3 Call numbers come from prior year actuals. Pertains to Hamel, Loretto & Long Lake contracts as above.
2 Market Values are based on prior year valuations. Pertains to Hamel, Loretto & Long Lake contracts where increases are based on
market value and calls.
1 2013 Capital was combined with operating budget.
2021
2021
2021
2021
2021
2021
2021
2021
2021
2021
Analytics by Contract Methodology
2019 2020
The City of Medina is divided into four geographic
areas (see map attached) each covered by a different fire
department: Hamel, Loretto, Maple Plain and Long Lake.
2019 2020
2019 2020
Analytics by Contract Methodology
2019 2020
2019 2020
2019 2020
2020
2020
2020
2020
2019
2019
2019
2019
4 Population is mathematically estimated by district.
5 Households are mathematically estimated by district.
6 “Per Capita” is calculated by dividing contract amount by population. While creating an apparent
anomaly in a rural area with a low population (e.g. the area served by Loretto which is primarily rural), the
“Per Capita” metric supplies useful data regarding areas with approximately equal population density.
7 Medina Annual COLA (determined by comparison with other MN Cities. Information compiled by League
of MN Cities).
8 Social Security Annual COLA (determined by Consumer Price Index (CPI-W) Sept. of prior year to Sept.
of current year). 1982-1984=100.
2023
2023
2023
2023
2023
2023
2023
2023
2023
2023
2024
2024
2024
2024
2024
2024
2024
2024
2024
2024
MEMORANDUM
TO: Mayor Martin and City Council
FROM: Scott Johnson, City Administrator
DATE: April 16, 2024
SUBJ: LLFD Extension/Relationship Discussion
Staff is also requesting a quick, informal City Council discussion on direction regarding an
email request from Long Lake Mayor Charlie Miner. Attached is the email from Long Lake.
The current Long Lake agreement expires December 31, 2025.
WS Item VI
Scott Johnson
From: Scott Johnson
Sent: Thursday, April 11, 2024 11:33 AM
To: Scott Johnson
Subject: Fire Service Contract
From: Charlie Miner <cmine Ionglakemn.gov>
Sent: Tuesday, April 9, 2024 6:20 PM
To: Kathleen Martin <kathleen.martin@medinamn.gov>
Subject: Fire Service Contract
Mayor Martin,
It was great speaking with you last week. As we discussed, the fire protection contract between our two
cities and Orono will expire in a little more than 1 years. Long Lake obviously has a lot going on right
now when it comes to the legal case we are in with the City of Orono. We are scheduled to go to trial in
January, and preparing for that will take a lot of time and resources. However, we won't allow the case to
slow the process of strengthening our partnerships for the future.
We are hopeful that the City of Medina appreciates the services provided by the Long Lake Fire
Department over the last many years, and we would be honored to continue to provide fire services to
Medina. If we could get our cities to agree to a contract that would succeed our current contract, it
would go a long way in many regards. The most significant benefit would be providing a path forward for
our firefighters by knowing they will serve a larger area than just Long Lake and Minnetonka Beach. As
you may know, our contract with Minnetonka Beach currently goes through 2028. We have 42 firefighters
and only eight of them have chosen to be members of both the LLFD and Orono FD.
I also mentioned to you that the cities of Long Lake and Wayzata, as well as the leadership from our two
fire departments, are having in-depth discussions regarding the future and how our two fire departments
can better collaborate and perhaps even consolidate in the future. Now that consolidation has occurred
to our north and is potentially occurring to our west, it makes sense for consolidation to occur between
Wayzata and Long Lake. We also hope that the City of Orono will be willing to consolidate under a newly
elected council in the future.
Our city asks that we allow our two city administrators to work together to develop a contract between
the two cities that could be brought to our respective councils. It could be along the lines of our current
contract with Minnetonka Beach (attached) or perhaps a contract under a funding formula that Medina is
comfortable with. It is important to note that our intent is not to step on the toes of the West Suburban
Fire District (WSFD), as we would like to maintain the excellent working relationship that Chief Heiland
enjoys with them. We do realize though that the location of our Station 1 is closer to the southern part of
Medina as compared to the two WSFD stations. Any contract could be written with similar language to
what we have now regarding allowing cities to exit the contract for the purpose of joining a fire
district. There could also potentially be language that would allow for the contract to continue under the
agreed -upon pricing structure if Long Lake and Wayzata combine to form a fire district, for example.
Please discuss this with the rest of your council and Administrator Johnson as appropriate and let us
1
know what you think. As you know, our two cities enjoy a great working relationship and have similar
strategic values regarding fire service, and we would like to continue that strong partnership with Medina
in the future. If we could sign another contract with your city sooner rather than later, it would be one
less thing both cities will need to focus on regarding fire service.
Sincerely,
Charlie Miner, Mayor
City of Long Lake
Email: cminer lon lg akemn v
Website: tonglakemn.gov
2
TO: Honorable Mayor and City Council
FROM: Jason Nelson, Director of Public Safety
DATE: April 11, 2024
RE: City Prosecuting Attorney Discussion
Background
A discussion was requested on the possibility of extending or looking at a replacement for the
city’s criminal prosecutor. Steve Tallen has been the city’s criminal prosecutor for the past 38
years and is in the final year of a four-year agreement. During this contract Steve received no
increase in 2021, one percent in 2022, two percent in 2023, and three percent in 2024. His current
attorney rate is $152.55 and legal assistant’s rate is $85.49.
In mid-August of 2023, Steve joined the law firm of Gregerson, Rosow, Johnson & Nilan, Ltd who
prosecutes for the City of Eden Prairie and does civil work for the City of Savage. Steve continues
to not only prosecute for Medina but also prosecutes for the cities of Loretto, Deephaven,
Woodland, Orono and the Lake Minnetonka Conservation District. Steve also does conflict work
for the cities of Eagan, Hopkins, Plymouth, Minnetonka, Minneapolis, and Golden Valley.
I have had the pleasure of working with Steve for the past 24 plus years. He does a great job
representing the philosophies of our agency when it comes to holding people accountable for their
actions. He is well respected and is known as someone that is tough but fair.
WS Item VII