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Home My WebLink About1C, 2010 Fire Budget /f\ MEMORANDUM Item l.e DATE: July 20, 2009 TO: Mayor and City Council FROM: Ron Moorse, City Administrator SUBJECT: Fire Staffing Proposal and 2010 Fire Budget BACKGROUND Lake Johanna Fire Chief Tim Boehlke will attend the July 20 work session to discuss a proposed staffing proposal, and to discuss the 2010 Fire Budget. The Lake Johanna Fire Department (LJFD) has prepared a staffing proposal to facilitate the continued viability of the "paid-on-call" staffing model, and also to improve response times. The staffing proposal involves the expansion of the current daytime duty crew to eventually provide 24/7 duty crew coverage vs. paging the full complement of paid-an-call firefighters for every calL The expansion of the duty crew coverage is proposed to be phased-in over a six-year period, so that the increased cost can also be phased in over six years. The implementation plan for full duty crew staffing is attached. Also attached are the 2010 LJFD Operating Budget, and the multi-year capital budget. The overall operating budget is increasing by $79,979.85, or 6.72%. The Arden Hills share of the budget is increasing by $22,714.28, or 6.72%. The main reason for the overall operating budget increase is the second year phase-in of the Assistant Fire Chief position, at a cost of approximately $46,000. The first year phase-in of the duty crew staffing proposal has a net cost of $20,480. P:\Admin\Council\Agendas & Packet Information\2009\07-20-09 Worksession\Packet Information\l.C - RCA fire budget 2010 7-20-09.doc TO: BOARD OF DIRECTORS FROM: TERRY SCHWERM CITY MANAGER DATE: JULY 10,2009 SUBJECT: IMPLEMENTATION PLAN - FULL DUTY CREW STAFFING At the May 20th Board of Directors' meeting, the Board discussed supplemental information that had been provided regarding the Fire Station Staffing Study. The discussion focused on the implementation of full Duty Crew staffing. A four-person Duty Crew currently works from 8:00 a.m. to 5:00 p.m., Monday- Friday, and the proposed 2010 budget included the implementation of weekend evening (Friday and Saturday) Duty Crew staffing. One of the questions that was_asked involved the cost of a full Duty Crew and whether an implementation plan could be put together. Attached are two spreadsheets that show the costs of implementing a full Duty Crew staffing, as well as an example of an implementation plan that could be considered. As shown in the first spreadsheet, the total cost of a full 24-hour/7 day per week Duty Crew program in 2010 would be about $548,000. If you delete the daytime Duty Crew costs that are already incorporated into the City's budget, the increased costs are about $415,000. The spreadsheet then shows the costs inflated by 3% per year. The second spreadsheet shows all example of an L.~plementation plan that is spread over six years. Listed below is the implementation plan under this alternative: 2010 - 2011 - Full Weekend Evening Duty Crew 2012 - 2013 - Full Weekend Daytime Duty Crew 2014 - 2015 - Weekday Evening Duty Crew The spreadsheet assumes that the Department's base budget will increase at a rate of 3% per year, and that the Duty Crew costs will also increase at a 3% per year level. It also assumes a $10,000 per year reduction in fire run compensation costs for years 2011-2014, and a $25,000 reduction in station costs as a result of vacating Station 1 in 2015. As shown in the spreadsheet, the increase ranges from about 6.7% in 2010 to 10.3% in 2015. After the implementation of the full Duty Crew, it is anticipated that operating budget cost increases would be at an inflationary leveL This spreadsheet does not include projected capital cost savings that would result from the elimination of Station 1. The Department would not purchase a utility truck in 2013 and a fire engine in 2015. Listed below is the estimated capital cost savings by community for the two pieces of equipment: 2013 IS-yr. 2015 20-yr. City Utility Truck Savin2s Fire Ent!ine Savin2s Arden Hills $20,448 $1,365 $185,736 $ 9,290 North Oaks $ 9,576 $ 640 $ 86,982 $ 4,350 Shoreview $41 ~976 $2~800 $381 ~282 $19,,065 Total $72,000 $4,805 $654,000 $32,705 Based on the elimination of this equipment, Arden Hills would save a total of $206,000 or about $10,655 per year if the equipment costs were spread over their useful life. North Oaks would save more than $96,000 or nearly $5000 per year, while Shoreview would save $423,000 or about $22,000 per year. In addition, Arden Hills would save an estimated $2-$3 million in the construction of a replacement station, although the formula for distributing station maintenance and repair costs would need to be revised. 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[.I.. ~ ~ o ~ U) f- __ ~ C::CO ~~-E s::: ~ 0 ~<CZ u 0\ 0\ r- V) MO\~OO ~\Or-oo ~r-"'('f)r-" -- f") V) V7 Y} ~ \0 V) V') -V) 0\\0 V) \0 \0", 00 Of")(")r-" V)NOr- ~ ~ \ONOO\O 00 0\ V) ('f) ~~O...O ~OO-~ M-ooM - ~ fA- 0\ r-- \0 N O'\-Mv) 0\ V) \0" - C:>~f")'" M-\OO ........ ~ 00 N r-- r-- r-V1--v V)OOt-- O\MO~ N-\OO Y:t t- C> 0\ \0 -t-O\OO \0 00 t-N 0\" M 0 ~ 01--\00 - Y) \0 00 Mt- -MMOO r- \0 \0 0\ Nci\!5'~ N-~t- Y) -+oJ V) o U ~ +-l o f- .9 ~ (1) Q) 0.0 .S C Q) (OJ J......,C ~U V1 V) fA fA &q .~ o ~ .c 0... ~ o U o :3 S; a.. o Q e ~ -0 o )( o ~ ta -0 ~ ~ (1) '- u ~ ::; "'0 ~ cd ""d ~ (l) Q) ~ VJ o "'0 ::3 U ..5 ,--., t.-.l Proposed 201 0 LJFD OperatinQ Bud~ 7/14/2009 TOTALS 2010 Totals $ 996~293.31 $ 273,379.00 $ 1,269,672.31 2009 Totals $ 920,031.46 $ 269~661.00 $ 1,189,692.46 % Change 8.29% 1.38% 6.72010 1!9 2 6 OEPARTMENTAL OPERATIONS STATION OPERATIONS GRANO TOTALS Cities Share of Budget ARDEN HilLS (28.4%) NORTH OAKS (13.30;;') SHOREVIEW (58.3%) 2010 BUDGET TOTALS $ 360,586.94 $ 168,866.42 $ 740,218.96 $ 1,269,672.31 $ 337,872.66 $ 158,229.10 $ 693,590.70 $ 1,189,692.46 6.72% 6.72% 6.720k 6.720/0 BUDGET HISTORY % of Increase over Previous Year 2008 $ 1,085,762.61 7.80% 2009 $ 1,189,692.46 9.57% BUDGET NOTES: **Cities Share of the budget to be determined once all the data is available... * Asst Chief 12 mo_ Subtotal = $94,214 (Asst. Chief Salary- $75,000) PERA $10,574, Taxes $1,440, Health lns_ $7,200) · Added 9 months of Friday night, Saturday night Duty Crew to 1 am $40,480.13 · Eliminate contract station deaning: Savings of $6,300 * Eliminate professional truck wax: Savings of $4,655 * Online Training = $6,921 * Reduced Weekday callouts and Friday/Saturday night caflouts until 1 am --$60,720 Fire Run Compensation change- Beginning 1/1/10 we will not be paging out stations for weekday(WD) calls, only Duty Crew and FT staff will respond to majority of WD calls. This will reduce total # of calls by 220 calls in the fire run compensation formula annuaUy. Overnight station staffing Friday and Saturday will further reduce the cans by approximatety 33 calls for a total anticipated reduction of 220+33=253. If we project next years fire call total to be 690 based on current protocol and recent averages, then the actual anticipated fire runs would be 690 - 253 = 437 X (15 average FFts/call) X ($16 per calf) = $104,880.00, Note: #FFfs/call has increased from 13.4 to 15 Page 10f8 Plan B Proposed 2010 LJFD Operatin~ Budgm 7110/2009 Page 2 of 8 01..,,, 0 Page 3 of 8 Plan B t Proposed 2010 lJFD Operatin~ Bud~ 1/10/2009 I FULL TIME STAFF COMPENSATION 2010 2009 % line Totals Totals Change 1 Fire Chief $ 94,767.00 $ 92~007 .00 3.00% 2 Assistant Fire Chief $ 75,000.00 $ 37,500.00 100.000/0 3 Officer Manager $ 50,850.00 $ 49,369.00 3~OO% 4 Rre Marshal $ 59,932.00 $ 58,186.00 3.000k Total Fulltime Salaries $ 280,549.00 $ 237,062.00 18.340/0 5 Medicare ( 1.45% ) $ 4,068.00 $ 3,437.00 18.36% 6 Social Security (6.2%) $ 3,153.00 $ 3,060.00 3.04% 7 State Unemployment (.4JOk) $ 1,319.00 $ 1 ,114.00 18.40% 8 long-term disability: Chief, Asst. Chief, FM $ 741.00 $ 741.00 0.00% 9 PERk P&F 14.1% $ 32,387.00 $ 26,464 .00 22.38% 2010 Coordinated Plan increase 7% 10 PERA: Coordinated Plan 7% $ 3,560_00 $ 3,332.00 6.84% 11 Health Insurance $ 30,000.00 $ 22,425.00 33.78% Health insurance =$625 per month per T otaf of taxes & benefits $ 75,228.00 $ 60,573.00 24.19% employee WEEKDA Y DUTY CREW line 1 4/shift*9 shifts*5days*52 weeks=9360 *$13.15 $ 123,084.00 $ 119,527.00 2.98% 2 Medicare ( 1.45% ) $ 1,784.72 $ 1~733.14 2.98% 3 Sodal Security (6.2 %) $ 7,631.21 $ 7~410.67 2.98% 4 State Unemployment ( .47 %) $ 578.49 $ 561.78 2.98% Totals Weekday Duty Crew $ 133,078.42 $ 129,232.59 2.98% WEEKEND DUTY CREW line 1 Friday 5pm -1am. 6FF's*8hrs*$10*39= $ 18,720.00 $ 0.00% 2 Saturday 5pm-1am. 6FF's*8hrs*$10*39= $ 18,720.00 $ 0.00% 3 Sunday 7 am-5pm. 6FF's*1 Ohrs*1 0*52= $ $ 0.00% 4 Medicare (1.45%) $ 542.88 $ 0.00% 5 Social Security (6.2%) $ 2,32128 $ 0.00% 6 State Unemployment (.47<'10) $ 175.97 $ O.Oook Totals Weekend Duty Crew $ 40,480.13 $ 100.000k I PART TIME STAFF COMPENSATION 2010 2009 Ok line Totals Totals Change Fire calls 1 Fire Run Compensation $ 104,880.00 $ 130,295.00 -19.51% $ 161call x 7050 FF calls 2 Drill Compensation $ 20,500.00 $ 20,500.00 0.00% 470 calls, 15 FF's pereall 3 Public Fire Education $ 3,790.00 $ 3,790.00 0.00010 4 Hose Testing $ 2,664.00 $ 2,664.00 0.00% Drill 5 Deputy Chief $ 5,752.00 $ 5,752.00 0.00% $16/0011 x1281 FF drills 6 District Chiefs @ $2900 $ 11,600.00 $ 1'3,600.00 -14.71010 7 Captains - 2 per station @ $900 ea. $ 7,200.00 $ 5,840.00 23.29% Pub ed 8 lieutenants - Optional - 1/Station @ $600 $ 2,400.00 $ 1~720.00 39.53% $16/event x 237 FF events 9 Engineers 4 per Station @ $450 $ 7,200.00 $ 6,880.00 4.65% 10 Fire Inspector $ 1,340.00 $ 1,300.00 3.08% Hose testing pay paid $12.40 per hr 11 Technical Support $ 1,700.00 $ 1,600.00 6.25% 12 Board of Directors, 3 @ $500 ea. $ 1,545.00 $ 1,545.00 0.00% Total Part time Staff Compensation $ 170,571.00 $ 195,486.00 -12.15% 13 Medicare (1.45%) $ 2,473.28 $ 2,834.55 -12.75%) 14 Social Security (6.2%) $ 10,575.40 $ 12,120.13 -12.75% 15 State Unemployment (.47%) $ 801.68 $ 918.78 -12.75% Part Time Employer Taxes Totals $ 13,850.37 $ 15,873.46 -12.75010 Total FT & PT StaffCompellsation $ 713,756.91 $ 638,227.05 11.83% PaQe40t8 Dt_"" 0 Page 5 of 8 Plan B Page6of8 Plan B Page 7 of 8 Plan B Page 8 of 8 Plan B U <D (/) o C- O n. ..., Q) C) -c ::::J III co ~ C- co (J c o .. fa ..., en o LL ..., -' N 0 N ~ ~ Q N 0 N ~ ~ Ol .... 0 N f;F) .ffl eo .... 0 N ~ ~ ,... .... <) N 10,0 00 ~q 0,,0 U')l{) ffl ~ '00:0 U) gg g ~ci 'ci5 .<<> ~ N it) .,.... 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M N o N N N o N " N o N tfl fI) co -N o N . . !.~ ~...~ EI} !fi an N o N en U} 'lilt N o N (fl EI) (fl EI) tfl EI} ..!!?~~ =roQ) IO "> ~€~ "EOL:. <ZOO Q) u c ro -~ > ~ TO: BOARD OF DIRECTORS FROM: TERRY SCHWERM CITY MANAGER DATE: JULY 10, 2009 SUBJECT: IMPLEMENTATION PLAN - FULL DUTY CREW STAFFING At the May 20th Board of Directors' meeting, the Board discussed supplemental information that had been provided regarding the Fire Station Staffing Study. The discussion focused on the implementation of full Duty Crew staffing. A four-person Duty Crew currently works from 8:00 a.m. to 5:00 p.m.~ Monday~ Friday, and the proposed 2010 budget included the implementation of weekend evening (Friday and Saturday) Duty Crew staffing. One of the questions that was asked involved the cost of a full Duty Crew and whether an implementation plan could be put together. Attached are two spreadsheets that show the costs of implementing a full Duty Crew staffing, as well as an example of an implementation plan that could be considered. As shown in the first spreadsheet~ the total cost of a full 24-hour/7 day per week Duty Crew program in 2010 would be about $548,000. If you delete the daytime Duty Crew costs that are already incorporated into the City's budget, the increased costs are about $415,000. The spreadsheet then shows the costs inflated by 3% per year. The second spreadsheet shows an example of an implementation plan that is spread over six years. Listed below is t;he implementation plan under this alternative: 20 I 0 - 20 I 1 - Full Weekend Evening Duty Crew 2012 - 2013 - Full Weekend Daytime Duty Crew 2014 - 2015 - Weekday Evening Duty Crew The spreadsheet assumes that the Department's base budget will increase at a rate of 3% per year, and that the Duty Crew costs will also increase at a 3% per year level. It also assumes a $10,000 per year reduction in fIfe run compensation costs for years 2011-2014, and a $25~OOO reduction in station costs as a result of vacating Station 1 in 2015. As shown in the spreadsheet, the increase ranges from about 6.7% in 2010 to 10.3% in 2015. After the implementation of the full Duty Crew, it is anticipated that operating budget cost increases would be at an inflationary level. This spreadsheet does not include projected capital cost savings that would result from the elimination of Station 1. The Department would not purchase a utility truck in 2013 and a fire engine in 2015. Listed below is the estimated capital cost savings by community for the two pieces of equipment: 2013 IS-yr. 2015 20-yr. City Utility Truck Savin2s Fire Enf!ine Savin2s Arden Hills $20,448 $1,365 $185,736 $ 9,290 North Oaks $ 9,576 $ 640 $ 86,982 $ 4,350 Shoreview $41~976 $2..800 $381..282 $19.,065 Total $72,000 $4,805 $654,000 $32,705 Based on the elimination of this equipment, Arden Hills would save a total of$206,OOO or about $10,655 per year if the equipment costs were spread over their useful life. North Oaks would save more than $96,000 or nearly $5000 per year, while Shoreview would save $423,000 or about $22,000 per year. In addition, Arden Hills would save an estimated $2-$3 million in the construction of a replacement station, although the formula for distributing station maintenance and repair costs would need to be revised. There are also other implementation options that could be considered, however, this memo attempted to develop a strategy that would spread the costs somewhat evenly over the next several ye~s. "'@ .-2 ro 0.. ~ Q) a- U ~ ...... J o 't- o ...... o CO c.. 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Q) (1) ~Z ~ (/) o o 00 0 \O\O~ - ~ o f- ""0 o ""0 '"0 < en. a- ::s o ::r: ~ ~ o ~ Proposed 201 0 LJFD Operating Bud~ 7/14/2009 TOTALS 2010 Totals $ 996,293.31 $ 273,379.00 $ 1,269,672.31 1!9 2 6 OEPARTMENTAL OPERATIONS ST A TJON OPERATIONS GRANO TOTALS Cities Share of Budget ARDEN HILLS (28.4%) NORTH OAKS (13.3%) SHOREVIEW (58.30k) 2010 BUDGET TOTALS $ 360,586.94 $ 168,866.42 $ 740,218.96 $ 1,269,672..31 BUOGET HISTORY % of Increase over Previous Year 2008 $ 1,085,762.61 7.80% 2009 Totals $ 920,031.46 $ 269,661.00 $ 1,189,692.46 % Change 8.29% 1.38% 6. 720,fo $ 337,872.66 $ 158,229.10 $ 693,590.70 $ 1,189,692.46 6.72% 6.72% 6.72% 6.72% 2009 $ 1,189,692.46 9.57% BUDGET NOTES: **Cities Share of the budget to be determined once all the data is available. ** * Asst. Chief 12 mo. Subtotal = $94,214 (Asst. Chief Salary- $75,000, PERA $10,574, Taxes $1,440, Health Ins. $7,200) * Added 9 months of Friday night, Saturday night Duty Crew to 1 am $40,480.13 * Eliminate contract station cleaning: Savings of $6,300 * Eliminate professional truck wax: Savings of $4,655 * Online Training = $6,921 * Reduced Weekday callouts and Friday/Saturday night caltouts until 1 am -$60,720 Fire Run Compensation change- Beginning 1/1/10 we will not be paging out stations for weekday(WO) calls, only Duty Crew and FT staff will respond to majority of WD calls. This will reduce total # of calls by 220 calls in the fire run compensation formula annuaUy_ Overnight station staffing Friday and Saturday will further reduce the calls by approximately 33 calls for a total anticipated reduction of 220+33=253. If we project next years fire call total to be 690 based on current protocol and recent averages, then the actual anticipated fire runs would be 690 - 253 = 437 X (15 average FF'slcaU) X ($16 percalJ) = $104,880.00, Note: #FF's/call has increased from 13.4 to 15 Page 1 of8 Plan B Proposed 2010 LJFD Operatin~ Bud~ 711012009 Page 3 of 8 Plan B Proposed 2010 LJFD Operatinq Bud~ 7/10/2009 I FULL TIME STAFF COMPENSATION 2010 2009 % fine Totals Totals Change 1 Fire Chief $ 94,767.00 $ 92,007.00 3.00% 2 Assistant Fire Chief $ 75,000.00 $ 37,500.00 100.00% 3 Officer Manager $ 50,850.00 $ 49.369.00 3~OO% 4 Fire Marshal $ 59,932.00 $ 58,186.00 3.00% Total Fulltime Salaries $ 280,549.00 $ 237,062.00 18.34% 5 Medicare ( 1.45% ) $ 4,068.00 $ 3,437.00 18.36% 6 Social Security ( 6.2% ) $ 3,153.00 $ 3,060.00 3.04% 7 State Unemployment ( .47% ) $ 1,319.00 $ 1.114.00 18.40% 8 long-term disability: Chief, Asst. Chief, FM $ 741.00 $ 741.00 0.00% 9 PERA: P&F 14.1% $ 32,387.00 $ 26,464.00 22.38% 2010 Coordinated Plan increase 7% 10 PERA: Coordinated PJan 7% $ 3y560.00 $ 3,332.00 6.84O~ 11 Health Insurance $ 30,000.00 $ 22,425.00 33.78% Health insurance =$625 per month per Total of taxes & benefits $ 75,228.00 $ 60,573.00 24.19% employee WEEKDA Y DUTY CREW line 1 4/shift*9 shifts*5days*52 weeks=9360 *$13.15 $ 123,084.00 $ 119,527.00 2.98% 2 Medicare ( 1.45% ) $ 1,784.72 $ 1.733.14 2.98% 3 Social Security ( 6.2 % ) $ 7,631.21 $ 7,410.67 2.98% 4 State Unemployment ( .47 % ) $ 518.49 $ 561~78 2.98% Totals Weekday Duty Crew $ 133,078.42 $ 129,232.59 2.98% WEEKEND DUTY CREW line 1 Friday 5pm - 1am. 6FFts *8hrs *$ 1 0*39= $ 18,720.00 $ 0.00% 2 Saturday 5pm-1 am. 6FF's*8hrs*$10*39= $ 18,720.00 $ 0.00% 3 Sunday 7am-5pm. 6FF's*10hrs*10*52= $ $ 0.00% 4 Medicare (1.45%) $ 542.88 $ 0.00% 5 Social Security (6.2%) $ 2,321.28 $ 0.00% 6 State Unemployment (.47%) $ 175.97 $ 0.00% Totals Weekend Duty Crew $ 40,480.13 $ 100.00ok I PART TIME STAFF COMPENSATION 2010 2009 % line Totals Totals Change Fire calls 1 Fire Run Compensation $ 104,880.00 $ 130,295.00 -19.51Ok $Ui/call x 7050 FF calfs 2 Drill Compensation $ 20,500.00 $ 20,500.00 0.00% 470 calls, 15 FF's per call 3 Public Fire Education $ 3,790.00 $ 3,790.00 0.00% 4 Hose Testing $ 2,664.00 $ 2,664.00 0.00% Drill 5 Deputy Chief $ 5,752_00 $ 5y752.00 0.00% $16/driIJ x1281 FF driUs 6 District Chiefs @ $2900 $ 11,600.00 $ 13,600.00 -14.71% 7 Captains - 2 per station @ $900 ea. $ 7,200.00 $ 5,840.00 23.29% Pub ed 8 Lieutenants - Optional - 1/Station @ $600 $ 2,400.00 $ 1,720.00 39_53% $161event)( 237 FFevents 9 Engineers 4 per Station @ $450 $ 7,200.00 $ 6y880.00 4.65% 10 Fire Inspector $ 11340.00 $ 1.300.00 3.08% Hose testing pay paid $12.40 per hr 11 Technical Support $ 1~700.00 $ 1 y600.00 6.25% 12 Board of Directors, 3 @ $500 ea. $ 1,545.00 $ 1,545.00 0.00% Total Part time Staff Compensation $ 170,571.00 $ 195,486.00 -12.75% 13 Medicare (1.45%) $ 2,473.28 $ 2,834.55 -12.75% 14 Sodal Security (6.2%) $ 10,575.40 $ 12,120.13 -12.75% 15 State Unemployment (.47%) $ 801.68 $ 918.78 -12.75% Part Time Employer Taxes Totals $ 13,850.37 $ 15,873.46 -12.75% Total FT & PT Staff Compensation $ 713,756.91 $ 638,227.05 11.83% Page 4 of 8 Ot","- 0 Page 5 of 8 Plan B Proposed 2010 LJFD Operatin~ Bud~ 7110/2009 Page 6 of 8 Plan R Page 7 of8 Plan B Page 8 of 8 Plan B ..., CD en -c ::J Q1 m ~ c. cu o c:: o .. ca ..., en c u. ..., ...J 0> o o . ~ CO 'u ;;:: t~ u Q) rJJ o 0. o ~ n. ~ ~ N N 0. 0. 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UQ) oU:: C ~ (I) U) ..JOC -2 N ~~ M e~ ro Q) 0> c: <1>-0 Q) C o .:; c 0 .2 c 0- 8z 0 ~ .eel) 0 0 CD rom m-o ro ~~ ;:; # N lU "E g.;i (i= a. co Ci5 ;n Q) :J Q) Z(/) .., j:::: <( a:w ,-co 0:: tn M ~N(",)~U')<O \ ..- N M ..q- It) -0 Q) Ui o ~ o L- a.. ... CI) C) -c :::s ...... m N 0 N CO ~ ffl ... -c.. do CO <0 8:8 N ~.~. 0 0 N ~, ..JS;. t: E9 fI) 0 ~ an co N 0 ... N en E9 0 LL ~ .., N 0 ..J N (fl ,(fl eo? N 0 N (fl .tfl ('If N 0 N (fl ~ 0> o o N co ~ \. '\ u ..c 1n o () c o ;:: as ..., en tV ..., o t- 2~~ =mOJ IO os; c .s:::. OJ <I> t 0 'Eo.s:::. <CZCI) OJ o c: co .~ > "II:t TO: BOARD OF DIRECTORS FROM: TERRY SCHWERM CITY MANAGER DATE: JULY 10,2009 SUBJECT: IMPLEMENTATION PLAN - FULL DUTY CREW STAFFING , At the May 20th Board of Directors' meeting, the Board discussed supplemental information that had been provided regarding the Fire Station Staffing Study. The discussion focused on the implementation of full Duty Crew staffing. A four-person Duty Crew currently works from 8:00 a.m. to 5:00 p.m., Monday- Friday, and the proposed 2010 budget included the implementation of weekend evening (Friday and Saturday) Duty Crew staffing. One of the questions that was asked involved the cost of a full Duty Crew and whether an implementation plan could be put together. Attached are two spreadsheets that show the costs of implementing a full Duty Crew staffing, as well as an example of an implementation plan that could be considered. As shown in the first spreadsheet, the total cost of a full 24-hourl7 day per week Duty Crew program in 2010 would be about $548,000. If you delete the daytime Duty Crew costs that are already incorporated into the City's budget, the increased costs are about $415,000. The spreadsheet then shows the costs inflated by 3% per year. The second spreadsheet shows an example of an implementation plan that is spread over six years. Listed below is t~e implementation plan under this alternative: 20 10 - 2011 - Full Weekend Evening Duty Crew 2012 - 2013 - Full Weekend.Daytime Duty Crew 2014 - 2015 - Weekday Evening Duty Crew The spreadsheet assumes that the Department's base budget will increase at a rate of3% per year~ and that the Duty Crew costs will also increase at a 3% per year level. It also assumes a $10,000 per year reduction in fire run compensation costs for years 2011-2014, and a $25,000 reduction in station costs as a result of vacating Station 1 in 2015. As shown in the spreadsheet, the increase ranges from about 6.7% in 2010 to 10.3% in 2015. After the implementation of the full Duty Crew, it is anticipated that operating budget cost increases would be at an inflationary level. This spreadsheet does not include projected capital cost savings that would result from the elimination of Station 1. The Department would not purchase a utility truck in 2013 and a fire engine in 2015. Listed below is the estimated capital cost savings by community for the two pieces of equipment: 2013 IS-yr. 2015 20-yr. Citv Utilitv Truck Savin2s Fire En1!ine Savin2s Arden Hills $20,448 $1,365 $185,736 $ 9,290 North Oaks $ 9,576 $ 640 $ 86,982 $ 4,350 Shoreview $4I~976 $2~800 $381,,282 $19~O65 Total $72,000 $4,805 $654,000 $32,705 Based on the elimination of this equipment, Arden Hills would save a total of$206,000 or about $10,655 per year if the equipment costs were spread over their useful life. North Oaks would save more than $96,000 or nearly $5000 per year, whileShoreview would save $423,000 or about $22,000 per year. In addition, Arden Hills would save an estimated $2-$3 million in the construction of a replacement station, although the formula for distributing station maintenance and repair costs would need to be revised. There are also other implementation options that could be considered, however, this memo attempted to develop a strategy that would spread the costs somewhat evenly over the next several ye~s. 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U o ~ "'0 ~ ~ "'0 ~ V (1) ~ (/) (1) "'0 ~ U ~ ,--., ~ Proposed 2010 LJFD Operating Bud~ 7/14/2009 TOTALS 2010 Totals $ 996,293_31 $ 273,379.00 $ 1,269,672.31 J!9. 2 6 DEPARTMENTAL OPERATIONS STATION OPERATIONS GRANO TOTALS Cities Share of Budget ARDEN HILLS (28..4%) NORTH OAKS (13.3%) SHOREVIEW (58.3%) 2010 BUDGET TOTALS $ 360,586.94 $ 168,866.42 $ 740,218.96 $ 1,269,672.31 BUDGET H1STORY % of lncrease over Previous Year 2008 $ 1,085,762.61 7.80% 2009 Totals $ 920,031.46 $ 269,661.00 $ 1,189,692.46 % Change 8.29010 1.38% 6.72% $ 337,872.66 $ 158,229.10 $ 693,590.70 $ 1,189,692.46 6.72% 6.72% 6.72% 6.72% 2009 $ 1,189,692.46 9.57% BUDGET NOTES: **Cities Share of the budget to be determined once all the data is availabte.** * Asst. Chief 12 mo. Subtotal = $94,214 (Asst. Chief Salary- $75,000, PERA$10,574, Taxes $1,440, Health Ins. $7,200) * Added 9 months of Friday night, Saturday night Duty Crew to 1 am $40,480.13 * Eliminate contract station cleaning: Savings of $6,300 * Eliminate professional truck wax: Savings of $4,655 * Online Training = $6,921 * Reduced Weekday callouts and Friday/Saturday night callouts until 1 am -$60,720 Fire Run Compensation change- Beginning 1/1/10 we will not be paging out stations for weekday(WD) calls, only Duty Crew and FT staff will respond to majority of WD calls. This will reduce total # of calls by 220 calls in the fire run compensation formula annually. Overnight station staffing Friday and Saturday will further reduce the calls by approximately 33 calls for a total anticipated reduction of 220+33=253. If we project next years fire call total to be 690 based on current protocol and recent averages, then the actual anticipated fire runs would be 690 - 253 = 437 X (15 average FF's/call) X ($16 per call) = $104,880.00, Note: #FF.s/eaU has increased from 13.4 to 15 Page 1 of8 Plan B Proposed 201 0 lJFD Operating Budgg! 711012009 D~,."", .., _~ 0 Page 3 of 8 PJan B Proposed 2010 LJFD Operating Bud~ 7/10/2009 t FUll TIME STAFF COMPENSATION 2010 2009 % tine Totals Totals Change 1 Fire Chief $ 94.767.00 $ 92,007.00 3.00% 2 Assistant Fire Chief $ 75,000.00 $ 37,500.00 100.00% 3 Officer Manager $ 50,850.00 $ 49,369.00 3~OO% 4 Fire Marshal $ 59,932.00 $ 58,186.00 3.00% Total Fulltime Salaries $ 280,549.00 $ 237,062.00 18.34% 5 Medicare ( 1.45% ) $ 4,068.00 $ 3,437.00 18.36% 6 Social Security (6.2% ) $ 3,153.00 $ 3,060.00 3.04% 7 State Unemployment (.47%) $ 1,319.00 $ 1.114.00 18.40% 8 Long-term disability: Chief, Assl Chief, FM $ 741.00 $ 741.00 0.00% 9 PERA: P&F 14.1% $ 32,387.00 $ 26,464.00 22.38% 2010 Coordinated Plan increase 7% 10 PERA:Coordinated Plan 7% $ 3,560.00 $ 3,332.00 6.84% 11 Health Insurance $ 30,000.00 $ 22,425.00 33.78% Health insurance =$625 per month per Total of taxes & benefits $ 75,228.00 $ 60,573.00 24.19% employee WEEKDA Y DUTY CREW line 1 4/shift*9 shifts*5days"'52 weeks=9360 *$13.15 $ 123,084.00 $ 119,527.00 2.98% 2 Medicare ( 1.45% ) $ 1,784.72 $ 1.733.14 2.98% 3 Social Security ( 6.2 % ) $ 7.631.21 $ 7,410.67 2.98% 4 State Unemployment ( .47 Ok ) $ 578.49 $ 561.78 2.98% Totals Weekday Duty Crew $ 133,078.42 $ 129,232.59 2.98% WEEKEND DUTY CREW line 1 Friday 5pm -1am. 6FPs*8hrs"'$10*39= $ 18.720.00 $ 0.00% 2 Saturday 5pm-1 am. 6FF's*8hrs *$10"'39= $ 18,720.00 $ 0.00% 3 Sunday 7am-5pm. 6FF's*10hrs"'10*52= $ $ 0.00% 4 Medicare (1.45%) $ 542.88 $ 0.00% 5 Social Security (6.2%) $ 2,32128 $ 0.00% 6 State Unemployment (.47%) $ 175.97 $ 0.00% Totals Weekend Duty Crew $ 40,480.13 $ 100.000/0 J PART TIME STAFF COMPENSATION 2010 2009 % line Totals Totals Change Fire calls 1 Fire Run Compensation $ 104,880.00 $ 130,295.00 -19.51 ok $ 161call x 7050 FF caRs 2 Drill Compensation $ 20,500.00 $ 20,500.00 0.00% 470 calls. 15 FF's per call 3 Pubfic Fire Education $ 3,790.00 $ 3,790.00 0.00% 4 Hose Testing $ 2,664.00 $ 2,664.00 0.00% Drill 5 Deputy Chief $ 5,752.00 $ 5,752.00 0.00% $16/driH x1281 FF drills 6 District Chiefs @ $2900 $ 11.600.00 $ 13,600.00 -14.71% 7 Captains - 2 per station @ $900 ea. $ 7,200.00 $ 5,840.00 23.29% Pub ed 8 Lieutenants - Optional - 1/Station @ $600 $ 2,400.00 $ 1,720.00 39.53% $161event x 237 FF events 9 Engineers 4 per Station @ $450 $ 7,200.00 $ 6,880.00 4.65% 10 Fire Inspector $ 1,340.00 $ 1,300.00 3.08% Hose testing pay paid $12.40 per hr 11 Technical Support $ 1~700.00 $ 1,600.00 6.25% 12 Board of Directors, 3 @ $500 ea. $ 1,545.00 $ 1,545.00 0.00% T alai Part time Staff Compensation $ 170,571.00 $ 195,486.00 -12.75% 13 Medicare (1.45%) $ 2,4 73.28 $ 2,834.55 -12.75Ok 14 Social Security (6.2%) $ 10.575.40 $ 12,120.13 -12.75% 15 State Unemployment (.47%) $ 801.68 $ 918.78 -12.75% Part Time Employer Taxes Totals $ 13,850.37 $ 15,873.46 -12.75% Total FT & PT Staff Compensation $ 713,756.91 $ 638,227.05 11.83% Page 4 of 8 PI~n R Page 5 of 8 Plan B Proposed 2010 LJFD Operatinq Bud~ 7110/2009 Page 6 of 8 PJ;an A Page 7 of 8 Plan B Page 8 of 8 Plan B ~ cu ~ en c u.. .., ...J m o o N co '\.~ t: \. .... 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(/) ~C:~ a> 0 0 .JZI- i):2 COm .co. ~.8 1ii o o Q) (/) .}!!~~m =ctlQ).J :r: 0 .:; co ~€~o "Eo~1- <(Zoo """'-"" '.' ....1 ~:'~.'#. :~ o ~ c CD E CI) en o () Q) (I) co Q) ...J C. .!!!~~o =coQ)Z I 0 ':; 10 ~€~o '2021- <(ZU) fn U; o o tI) c Q) =-1: E l!~Q) ~ C E E :s CDQ)~ ..0 Ef!... E :EE 4) ~ E ,E ~ a:: .t:J 'Ci) & -g ~ .E ~-u =6 ~.}!!~;~ =mQ)O ~ :r: 0 .:; ro :S~€~O ~'Eo..cf- o<(zoo en o o N GO ~ TO: BOARD OF DIRECTORS FROM: TERRY SCHWERM CITY MANAGER DATE: JULY 10,2009 SUBJECT: IMPLEMENTATION PLAN - FULL DUTY CREW STAFFING , At the May 20th Board of Directors' meeting, the Board discussed supplemental information that had been provided regarding the Fire Station Staffing Study. The discussion focused on the implementation of full Duty Crew staffing. A four-person Duty Crew currently works from 8:00 a.m. to 5:00 p.m., Monday- Friday, and the proposed 2010 budget included the implementation of weekend evening (Friday and Saturday) Duty Crew staffing. One of the questions that was asked involved the cost of a full Duty Crew and whether an implementation plan could be put together. Attached are two spreadsheets that show the costs of implementing a full Duty Crew staffing, as well as an example of an implementation plan that could be considered. As shown in the first spreadsheet, the total cost of a full 24-hour/7 day per week Duty Crew program i~ 2010 would be about $548~OOO. If you delete the daytime Duty Crew costs that are already incorporated into the City's budget, the increased costs are about $415,000. The spreadsheet then shows the costs inflated by 3% per year. The second spreadsheet shows an example of an implementation plan that is spread over six years. Listed below is the implementation plan under this alternative: 2010 - 201 I - Full Weekend Evening Duty Crew 2012 - 2013 - Full Weekend Daytime Duty Crew 2014 - 2015 - Weekday Evening Duty Crew The spreadsheet assumes that the Department's base budget will increase at a rate of 3% per year, and that the Duty Crew costs will also increase at a 3% per year level. It also assumes a $10,000 per year reduction in fire run compensation costs for years 2011-2014, and a $25,000 reduction in station costs as a result of vacating Station 1 in 2015. As shown in the spreadsheet, the increase ranges from about 6.7010 in 2010 to 10.30/0 in 2015. After the implementation of the full Duty Crew, it is anticipated that operating budget cost increases would be at an inflationary level. This spreadsheet does not include projected capital cost savings that would result from the elimination of Station 1. The Department would not purchase a utility truck in 2013 and a fire engine in 2015. Listed below is the estimated capital cost savings by community for the two pieces of equipment: 2013 IS-yr. 2015 20-yr. City Utility Truck Savin2s Fire E02ine Savin!!s Arden Hills $20,448 $1,365 $185,736 $ 9,290 North Oaks $ 9,576 $ 640 $ 86,982 $ 4,350 Shoreview $41~976 $2~800 $381,,282 $19,,065 Total $72,000 $4,805 $654,000 $32,705 Based on the elimination of this equipment, Arden Hills would save a total of$206,OOO or about $10,655 per year if the equipment costs were spread over their useful life. North Oaks would save more than $96,000 or nearly $5000 per year, while Shoreview would save $423,000 or about $22,000 per year. In addition, Arden Hills would save an estimated $2-$3 million in the construction of a replacement station, although the formula for distributing station maintenance and repair costs would need to be revised. 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U ~ ~ ::s "'0 ~ ~ ""0 ~ (1) Q) ~ V) d) "'0 ;:1 U .s I 1 Proposed 2010 LJFD OperatinQ Bud~ 7/1412009 TOTALS 2010 Totals $ 996,293.31 $ 273~379.00 $ 1,269,672.31 29. 2 6 OEPARTMENTALOPERAnONS STATION OPERATIONS GRANO TOTALS Cities Share of Budget ARDEN HILLS (28.4%) NORTH OAKS (13.3%) SHOREVIEW (58.3%) 2010 BUDGET TOTALS $ 360,586.94 $ 168,866.42 $ 740,218.96 $ 1,269,672.31 BUDGET HISTORY % of 1ncrease over Previous Year 2008 $ 1,085,762.61 7.80% 2009 Totals $ 920,031.46 $ 269,661.00 $ 1,189,692.46 % Change a.29% 1.38% 6.72% $ 337,872.66 $ 158,229.10 $ 693,590.70 $ 1,189,692.46 6.720k 6.72% 6.72% 6.72% 2009 $ 1,189,692.46 9.57% BUDGET NOTES: **Cities Share of the budget to be determined once all the data is available. ** * Asst Chief 12 mo. Subtotal = $94,214 (Asst. Chief Salary- $75.,000, PERA $10,574, Taxes $1,440., Health Ins. $7,200) * Added 9 months of Friday night Saturday night Duty Crew to 1am $40,480.13 * Eliminate contract station cleaning: Savings of $6.,300 * Eliminate professional truck wax: Savings of $4,655 * Online Trainjng = $6,921 * Reduced Weekday caltouts and Friday/Saturday night calJouts until 1 am -$60,720 Fire Run Compensation change- Beginning 1/1/10 we wiU not be paging out stations for weekday(WD) calls.. only Duty Crew and FT staff win respond to majority of WD cans. This will reduce total # of calls by 220 calls in the fire run compensation formula annually. Overnight station staffing Friday and Saturday win further reduce the calls by approximately 33 cal1s for a total anticipated reduction of 220+33=253. If we project next years fire call total to be 690 based on current protocol and recent averages., then the actual anticipated fire runs would be 690 - 253 = 437 X (15 average FF's/cafl) X ($16 per call) = $104,880.00, Note: #FF'slcaU has increased from 13_4 to 15 Page 1 of 8 Plan B Proposed 2010 LJFD Operating Budgm 7110/2009 Page 2 of 8 Page 3 of 8 Plan B Proposed 2010 LJFD Operating Bud~ 7/10/2009 ~ FULL TIME STAFF COMPENSATION 2010 2009 % line Totals Totals Change 1 Fire Chief $ 94,767.00 $ 92,007.00 3.00% 2 Assistant Fire Chief $ 75,000.00 $ 37.500.00 100.00% 3 Officer Manager $ 50,850.00 $ 49,369.00 3.00% 4 Rre Marshal $ 59,932.00 $ 58,186.00 3.00% Total Fulltime Salaries $ 280,549.00 $ 237,062.00 18.34% 5 Medicare ( 1.45%) $ 4,068.00 $ 3,437.00 18.36% 6 Social Security (6.2% ) $ 3~ 153.00 $ 3,060.00 3.04% 7 State Unemployment ( .47% ) $ 1y319.00 $ 1,114.00 18.40% 8 Long-term disability: Chiet Asst. Chief, FM $ 741.00 $ 741.00 0.00% 9 PERA: P&F 14.1% $ 32,387.00 $ 26,464.00 22.38% 2010 Coordinated Plan increase 7% 10 PERk Coordinated Plan 7% $ 3,560.00 $ 3,332.00 6.84% 11 Health Insurance $ 30,000.00 $ 22~425.00 33.78% Health insurance =$625 per month per Total of taxes & benefits $ 75,228.00 $ 60,573.00 24.19% employee WEEKDA Y DUTY CREW line 1 4/shift*9 shifts*5days*52 weeks=9360 *$13.15 $ 123,084.00 $ 119,527.00 2.98% 2 Medicare (1.45%.) $ 1,784.72 $ 1,733.14 2.98% 3 Social Security ( 6.2 % ) $ 7,631.21 $ 7,410.67 2.98% 4 State Unemployment ( .47 % ) $ 578.49 $ 561.78 2.98% Totals Weekday Duty Crew $ 133.078.42 $ 129,232.59 2.98% WEEKEND DUTY CREW line 1 Friday 5pm -1am. 6FF's*8hrs*$10*39= $ 18.720.00 $ 0.00% 2 Saturday 5pm-1 am. 6FF's*8hrs*$10*39= $ 18,720.00 $ 0.00% 3 Sunday 7am-5pm. 6FF's*10h,.s*10*52= $ $ 0.00% 4 Medicare (1.45%) $ 542.88 $ 0.00% 5 Social Security (6.2%) $ 2,321.28 $ 0.00% 6 State Unemployment (.47%) $ 175.97 $ 0.00% Totals Weekend Duty Crew $ 40.480.13 $ 100.00% I PART TIME STAFF COMPENSATION 2010 2009 % tine Totals Totals Change Fire calls 1 Fire Run Compensation $ 104,880.00 $ 130,295.00 -19.51% $16/caH x 7050 FF calls 2 Drift Compensation $ 20,500.00 $ 20,500.06 0.00% 470 caRs. 15 FF's per call 3 Public Fire Education $ 3,790.00 $ 3,790.00 0.00% 4 Hose Testing $ 2,664.00 $ 2,664.00 0.00% Drin 5 Deputy Chief $ 5.752.00 $ 5,752.00 0.00% $161driH x 1281 FF drills 6 District Chiefs @ $2900 $ 11,600.00 $ 13,600.00 -14.71% 7 Captains - 2 per station @ $900 ea. $ 7]t200.00 $ 5,840.00 23.29% Pubed 8 Lieutenants - Optional - 1/Station @ $600 $ 2,400.00 $ 1.720.00 39.53% $ 16/event x 237 FFevents 9 Engineers 4 per Station @ $450 $ 7,200.00 $ 6.880_00 4.65% 10 Fire Inspector $ 1,340.00 $ 17300.00 3.08% Hose testing pay paid $12-40 per hr 11 T echnicaJ Support $ 1,700.00 $ 1,600.00 6.25% 12 Board of Directors, 3 @ $500 ea. $ 1,545.00 $ 1,545.00 0.00% Total Part time Staff Compensation $ 170,571.00 $ 195,486.00 -12.75% 13 Medicare (1.45%) $ 2,473.28 $ 2,834.55 -12.75Ok 14 Soda' Security (6.2%) $ 10,575.40 $ 12,120.13 -12.75% 15 State Unemployment (.47%) $ 801.68 $ 918.78 -12.75% Part Time Employer Taxes Totals $ 13,850.37 $ 15,873.46 -12.75% TotalFT& PT Staff Compensation $ 713,756.91 $ 638,227.05 11.83% Page 4 of 8 PI'3n Q Page 5 of 8 Plan B Page 6 of 8 Plan 8 Page 7 of 8 Plan 8 Page 8 of 8 Plan B .- ... co .... en c LL .., ...J 0> o o N , ~ b,.... t\ -0 Q) en o a. o '- a.. ... 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