The URL can be used to link to this page

Home My Public Portal About08.16.2016 Special City Council Meeting Packet 6 p.m.MEDINA SPECIAL MEETING AGENDA MEDINA CITY COUNCIL Tuesday, August 16, 2016 6:00 P.M. Medina City Hall 2052 County Road 24 I. Call to Order II. Technology Update (15 minutes) III. 2017 Health Insurance Update (15 minutes) IV. Fire Contract Survey Results (30 minutes) V. Adjourn Posted 8/12/2016 MEMORANDUM TO: Medina City Council FROM: Scott Johnson, City Administrator DATE OF REPORT: August 8, 2016 DATE OF MEETING: August 16, 2016 SUBJECT: August 16, 2016 Work Session — 6:00 PM Work Session 6:00 PM Technology Update Assistant City Administrator Jodi Gallup and IT Consultant Mike Brocco will provide updates on the City's Facebook Page, Website, and other technology upgrades that will occur once construction is complete in the lower level of City Hall. 2017 Health Insurance Update Assistant City Administrator Jodi Gallup and Finance Director Erin Barnhart will provide updates on 2017 insurance. Gallagher (City's 3rd party administrator for benefits) provided options through the small group network. The options are similar to what we have in place currently for benefits. Medina being forced to leave the LOGIS group because our staff is smaller than 50 people. The preliminary numbers from Gallagher show a cost savings for Medina. Fire Contract Survey Results Finance Director Erin Barnhart contacted surrounding area cities to find out how much they are paying for fire protection services per the request of Public Safety Liaison Kathy Martin. Staff will walk through the information at the meeting. MEMORANDUM TO: MAYOR AND CITY COUNCIL MEMBERS FROM: ERIN BARNHART, FINANCE DIRECTOR DATE: AUGUST 10, 2016 SUBJ: METRO CITIES FIRE SERVICES SURVEY In July of 2016, councilmember Martin requested that a survey be taken in regards to fire services and what other cities are currently paying in comparison to the City of Medina. A survey was distributed to Minnesota metro cities that are relatively comparable in various areas (size, population, proximity, etc.). The survey requested that each city respond with whom they currently contract for fire services, annual contributions (both operational & capital), population and households for 2016. Eight cities submitted responses, at which point I added each cities market value and size in square miles (land only). The attached results show nine cities (including Medina) and breaks down how much each city pays annually for fire, measured against: population (per capita), number of households, per $1 million property market value and square mileage. Metro Cities Survey - Fire Contract Comparisons July 201E City Fire Dept Annual Contract Cost of Operations Capital Contributions Population Housholds Taxable Market Value Sq. Mileage (land) Annual Contract per Capita Annual Contract per Household Annuaf Contract per $SM Property Value Annual Contract per Sq Mi Comments Rockford Rockford $ 377,000 $ 157,000 4370 1622 $ 28,464,210 2.61 $ 122 $ 232 $ 13,245 $ 204,598 2015 Budget Waconia Waconia $ 370,530 $ 80,000 12095 3,841 n/a 4.34 $ 37 $ 96 n/a $ 103,809 St. Michael St. Michael $ 359,257 $ 50,000 17081 5438 n/a 32.73 $ 24 $ 66 n/a $ 12,504 111 Minnetrista Mound $ 212,471 $ 68,104 3885 1440 $ 1,327,392,248 25.82 $ 60 $ 163 $ 320 $ 16,437 Capital Contribution is our applicable debt portion of their fire buildin@ St Boni $ 211,942 3144 1165 Equipment replacement Fund Included in operations number $ 424,413 7029 2605 Minnetonka Beach Mound $ 58,858 $ 28,925 555 201 $ 292,895,368 0.47 $ 158 $ 293 $ 201 $ 186,772 Mound Mound $ 412,101 $ 208,171 9270 3974 $ 1,030,504,050 2.86 $ 67 $ 104 $ 400 $ 216,878 Wayzata Wayzata $ 344,305 $ 184,300 4000 1449 $ 1,650,041,030 3.2 $ 132 $ 238 $ 209 $ 165,189 Corcoran Rogers $ 103,119 5379 1867 $ 728,673,468 35.72 $ 52 $ 150 $ 385 $ 7,848 Capital included in Operations Loretto $ 127,668 Capital included in Operations Hanover $ 49,532 Capital included in Operations $ 280,319 $ 64 $ 147 5 213 $ 16,237 Medina Hamel $ 202,212 $ 70,000 4812 1621 $ 1,491,504,488 25.45 Loretto $ 84,931 $ 19,000 826 278 Long Lake $ 25,263 $ 6,000 683 230 Maple Plan $ 5,835 $ - 107 36 $ 318,241 $ 95,000 6,428 2,165 FIRE CONTRACT DETAIL OPERATING 2014 2015 2016 Proposed 2017 Hamel $ 169,400.00 60.04% $ 195,115.00 63.76% $ 202,215.00 64.61% $ 221,000.00 65.16% Loretto $ 83,266.00 29.51% $ 80,575.16 26.33% $ 79,978.87 25.56% $ 86,393.33 25.47% Long Lake I $ 24,220.00 8.58% $ 24,977.00 8.16% $ 25,263.00 8.07% $ 26,111.00 7.70% Maple Plain $ 5,238.30 1.86% $ 5,342.00 1.75% $ 5,502.26 1.76% $ 5,667.33 1.67% $ 282,124.30 $ 306,009.16 $ 312,959.13 $ 339,171.66 CAPITAL Hamel $ 60,000.00 71.57% $ 60,000.00 71.43% $ 70,000.00 70.99% $ 73,000.00 60.68% Loretto $ 17,839.00 21.28% $ 18,000.00 21.43% $ 22,600.50 22.92% $ 21,315.00 17.72% Long Lake I $ 6,000.00 7.16% $ 6,000.00 7.14% $ 6,000.00 6.09% $ 25,994.00 21.61% Maple Plain $ 0.00% $ 0.00% $ 0.00% $ 0.00% $ 83,839.00 $ 84,000.00 $ 98,600.50 $ 120,309.00 TOTAL CONTRACT Hamel $ 229,400.00 62.68% Loretto $ 101,105.00 27.63% Long Lake I $ 30,220.00 8.26% Maple Plain $ 5,238.30 1.43% $ 365,963.30 MARKET VALUE2 Hamel Loretto Long Lake Maple Plain CALLS3 Hamel Loretto Long Lake Maple Plain i $ 255,115.00 65.41% $ 272,215.00 66.14% $ 294,000.00 67.84% $ 98,575.16 25.28% $ 102,579.37 24.92% $ 107,708.33 24.85% $ 30,977.00 7.94% $ 31,263.00 7.60% $ 25,994.00 6.00% $ 5,342.00 1.37% $ 5,502.26 1.34% $ 5,667.33 1.31% $ 390,009.16 $ 411,559.63 $ 433,369.66 Analytics by Function 2014 898,302,000 72.17%1 192,634,000 15.48% 143,825,400 11.56% 9,866,100 0.79% 1,244,627,500 2014 166 68.31% 55 22.63% 17 7.00% 5 2.06% 243 2015 998,102,800 73.25% 199,230,100 14.62% 151,783,800 11.14% 13,522,300 0.99% 1,362,639,000 2015 155 68.28% 52 22.91 % 17 7.49% 3 1.32% 227 CONSUMER PRICE INDEX (CPI-U)4 (June -June) 2014 2015 1st Half 2013 228.473 1st Half 2014 1st Half 2014 231.764 1st Half 2015 % Change from Prior Year 1.44% % Change from Prior Year 231.764 229.374 -1.03% i i 2016 1,091,236,400 74.32% 201,880,400 13.75% 160,510,500 10.93% 14,678,000 1.00% 1,468,305,300 2016 165 71.43% 45 19.48% 18 7.79% 3 1.30% 231 2016 1st Half 2015 229.374 1st Half 2016 % Change from Prior Year 232.777 1.48% 2013 Capital was combined with operating budget. 2 Market Values are based on prior year valuations. Pertains to Hamel, Loretto & Long Lake contract: 3 Call numbers come from prior year actuals. Pertains to Hamel, Loretto & Long Lake contracts. °Consumer Price Index from US Dept of Labor, Minn / St Paul, All Urban Cunsumers (CPI-U), June to June. Base Year 1982-1984 = 100. Pertains to Maple Plain Fire Contract. i 2017 1,159,793,700 74.28% 211,332,400 13.53% 175,143,000 11.22°/o 15,182,100 0.97% 1,561,451,200 Proposed 2017 Proposed 2017 1st Half 2016 1st Half 2017 % Change from Prior Year Data reviewed by Mayor Mitchell, Administrator Johnson, Finance Director Barnhart and Financial Consultant Joe Rigdon. Revised 8/10/2016 Analytics by Function WPM POPULATION° Hamel Loretto Long Lake Maple Plain HOUSEHOLDS5 Hamel Loretto Long Lake Maple Plain 2014 2015 2016 Proposed 2017 4,280 73.41 % 800 13.72% 651 11.17%I 99 1.70% 5,830 4,507 74.09%1 811 13.33 % 662 10.88 % 103 1.69 % 6,083 4,814 74.87% 826 12.84% 683 10.62% 107 1.66% 6,430 4,885 75.11% 827 12.72% 683 10.50% 109 1.68% 6,504 2014 2015 2016 Proposed 2017 1,533 74.09% 276 13.34% 225 10.87% 35 1.69% 2,069 i 1,621 74.87% 278 12.84% 230 10.62% 36 1.66% 2,165 i 1,655 75.23% 278 12.64% 230 10.45% 37 1.68% 2,200 PER CAPITA6 2014 2015 2016 Proposed 2017 Hamel $ 40 16.93% $ 43 18.64% $ 42 18.48% $ 45 18.86% Loretto $ 104 44.52% $ 99 42.78% $ 97 42.61 % $ 104 43.54% Long Lake $ 37 15.91% $ 38 16.25% $ 37 16.27% $ 38 15.93% Maple Plain $ 53 22.63% $ 52 22.33% $ 51 22.64% $ 52 21.67% 234 $ 232 227 240 PARCELS' 2014 2015 2016 Proposed 2017 Hamel Loretto Long Lake Maple Plain I 0 0 0 0 BUILDING PERMITS ISSUED 2014 2015 2016 YTD Proposed 2017 # Value # Value # Value # Value Single Family 82 $35,179,120 76 $26,473,596 33 $15,195,473 Multi Family 1 $500,000 1 $956,000 Commercial/Indistrial 0 0 1 $691,640 83 $35,679,120 77 $27,429,596 34 $15,887,113 0 MEDINA COST OF LIVING ADJUSTMENT (COLA)8 2014 SOCIAL SECURITY COST OF LIVING ADJUSTMENT (CPI- W)9 (Sept -Sept) 2014 2.00%1 2015 2.00%1 2015 2016 2.00%I 2016 Proposed 2017 2.00% Proposed 2017 1.50%I I 1.70%I I 0.00%I 0.00% ' Population is mathmatically estimated by district. 5 Households are mathmatically estimated by district. per capita figures because doing so would over compensate several of the departments if based solely on population, rather than compensating by actual services rendered. For example, Loretto would be undercompensated based on the actual number of calls (52) they responded to in 2015 because Maple Plain would be overcompensated based on the number of actual calls (3) in 2015. To use per capita as a means of setting a contract amount there would need to be a valid benchmark to measure against and The City also wants all properties regardless of size or population to have adequate fire services. The City is confident in our current practice of determining contracts based on analytics of market value, calls and Consumer Price Index and do ' Parcels are mathmatically estimated by district 6 Medina Annual COLA (determined by MN Cities comparison - information compiled by League of MN Cities). 9 Social Security Annual COLA (determined by Consumer Price Index (CPI-W) Sept. of prior year to Sept. of current year). 1982- Data reviewed by Mayor Mitchell, Administrator Johnson, Finance Director Barnhart and Financial Consultant Joe Rigdon. Revised 8/10/2016