2021.04.20 Work Session Packet (1st)
4141 Douglas Drive North • Crystal, Minnesota 55422-1696
Tel: (763) 531-1000 • Fax: (763) 531-1188 • www.crystalmn.gov
Posted: April 16, 2021
City Council
First Work Session Agenda
Tuesday, April 20, 2021
6:30 p.m.
Council Chambers/Zoom
Pursuant to due call and notice given in the manner prescribed by Section 3.01 of the City
Charter, the first work session of the Crystal City Council was held on Tuesday, April 20, 2021 at
______ p.m. electronically via Zoom and in the Council Chambers at City Hall, 4141 Douglas
Drive, Crystal, Minnesota.
I. Attendance
Council members Staff
____ Adams ____ Norris
____ Banks ____ Therres
____ Budziszewski ____ Gilchrist
____ Cummings ____ Larson
____ Kiser ____ Revering
____ LaRoche ____ Serres
____ Parsons
II. Agenda
The purpose of the work session is to discuss the following agenda item:
1. West Metro Fire-Rescue District quarterly update and 2022 budget preview.
III. Adjournment
The work session adjourned at ______ p.m.
Auxiliary aids are available upon request to individuals with disabilities by calling the City Clerk at (763)
531-1145 at least 96 hours in advance. TTY users may call Minnesota Relay at 711 or 1-800-627-3529.
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West Metro Fire-Rescue District
April 19, 2021
Council Update
ADMINISTRATION/OPERATIONS REPORT
Sarah Larson, Fire Chief
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Calls for Service Report
January 1 – March 31, 2021 Total Calls for Service 384 Estimated fire loss $12,090
January 1 – December 31, 2020 Total Calls for Service 1828 Estimated fire loss $1,313,433
Crystal 781
New Hope 983
Mutual Aid 64
Not responded to per COVID-19 Protocols 178
Duty Crew
The department transitioned back to normal response on April 1, 2021. With the end of our duty crews, we
have gone back to our normal operating model (with some remaining COVID precautions) so this means we
are back to having our full call & drill requirements, these are a minimum of 40% of all fire calls for their
stations and all-calls & a minimum of 6 drills per quarter.
Civil Unrest
We assisted the police in both cities during the civil unrest that stemmed from an officer involved shooting in
Brooklyn Center by putting crews in place to cover medical calls. We also sent an engin e and chief officer as
part of a task force (2 engines, a ladder, an ambulance, and security team) to respond to calls for service in
Brooklyn Center that they could not cover with their own resources.
Engine Development Project
A survey was sent out to the entire department looking for their feedback on a number of different design
features of the new engines and whether they would be interested in being on the design team.
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Eighteen firefighters/officers were chosen to participate and were broken down into 5 groups to investigate
the following design areas:
1. Hand Tools
2. Medical Equipment
3. Lighting
4. Power Tools
5. Hose and Nozzles
The design teams are tasked with researching their respective areas for best practices, durability, ease of
maintenance, and fire ground function. We than bring the whole team together to incorporate and discuss
these recommendations and the truck design.
Once this work is done, specifications will be developed and should be presented to the WMFRD Board of
Directors at their July meeting.
2020 Audit
MMKR was on sight the week of March 8, 2021 to complete the 2020 audit.
Audit Opinion and Findings
Based on the audit of the District’s financial statements for the year ended December 31, 2020:
• An unmodified opinion was issued on the District’s basic financial statements.
• No deficiencies were reported involving the District’s internal control over financ ial reporting
considered to be material weaknesses.
• The results of testing disclosed no instances of noncompliance required to be reported under
Government Auditing Standards.
• The results of testing disclosed no instances of noncompliance with Minnesota la ws and regulations.
Recommendation
Since 2016, the District has allocated the investment income from its pooled cash and investments between
funds based on fixed percentages. The percentages used for this allocation do not accurately represent the
respective funds' changing proportionate share of the pooled cash and investments year-to-year, and exclude
some funds with positive cash balances from the allocation altogether. We recommend that in the future, the
District allocate investment income from pooled cash and investments to all funds participating in the pool,
based on each fund's respective current year average cash and investment balance in proportion to the pool
total.
FEMA Public Assistance (PA) Grant- To date we have submitted 5 FEMA Public Assistance grants related to
COVID-19 for a combination of unbudgeted staff hours, personal protective equipment and disinfecting
supplies.
Three of these grants have been paid for a total of $211,414.62.
One more of these grants have been obligated by FEMA and we are awaiting their funding to be deposited
into our account. This grant is for unbudgeted Covid-19 staffing, and total $135,909.01
The fifth grant was recently submitted for unbudgeted Covid-19 staffing. This grant is for the amount of
$95,370.84.
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All five of these grants represent Covid-19 related costs for 2020 for a total Public Assistance funding of
$448,584.88.
In 2021 we will continue to track expenses related to Covid-19 and submit grant projects as needed. At
minimum, there will be one more grant submitted for unbudgeted Covid -19 staffing in 2021.
Home Inspection Program
We began doing home safety surveys again at the beginning of April. We currently have 8 scheduled and our
goal is to complete 30 in 2021.
West Metro Fire
PROPOSED 2022 BUDGET
West Metro Fire Proposed 2022 Budget
Timeline
February 24 Preliminary 2022 Budget Presented to City Managers
March 18 Revisit 2022 Preliminary Budget with the City Managers
April 14 Present Preliminary 2022 Budget to Board of Directors
April Present Preliminary 2022 Budget to Councils
May 12 Revisit Preliminary 2022 Budget with Board of Directors
July 14 Approve 2022 WMFRD Budget
August Councils Approve 2022 WMFRD Budget
West Metro Fire Proposed 2022 Budget
2022 Preliminary Budgets and Contributions
2022 2021
General Operating Budget $2,208,500 $ 2,120,450
Capital Fund Contribution $250,000 $ 230,000
Special Revenue Pension Fund Contribution $200,000 $180,000
Special Revenue Insurance Fund Contribution $10,000 $ 30,000
Special Revenue Compensated Absences Fund Contribution $10,000 $10,000
Tower Lease $103,600 $103,600
Total $2,782,100 $2,674,050
West Metro Fire Proposed 2022 Budget
Proposed increase to the cities’ contributions is $108,050 over the 2021 contributions or 4.04%.
This is an increase of $42,190.92 or 3.2% for Crystal and an increase of $65,859.08 or 4.9% for New Hope.
The general operating budget increase is $88,050 or 4.15%. The driving force of this increase is salaries, PERA, workers comp insurance, health insurance and communications.
This includes a planned $20,000 increase to the capital plan contributions that offsets a deficit from occurring. With a $20,000increase per year through 2022 the capital plan is fully funded.
This includes a $20,000 increase to the special pension fund. The total pension liability in 2022 is potentially $518, 404.17. The state aid contributed in 2020 was $263,162. If this stays the same it will leave a potential balance due of $255,242.17. The $20,000 increase is needed to maintain the fund balance in this account.
There is a $20,000 decrease to the special revenue insurance fund.
West Metro Fire Proposed 2022 Budget
Changes to General Operating
$822,000 61500 -Regular Salaries $37,000 increase. Preliminarily budgeting for a 3%
COLA but this will be evaluated as the cities
negotiate their contracts. This also includes
comp payout for non-exempt employees.
$490,000 62000 -Part -Time Salaries $30,000 increase. This includes all POC positions
and preliminarily budgeting for a 3% COLA but
this will be evaluated as the cities negotiate their
contracts.
$145,500 62200 -PERA $4,200 increase based on full-time salaries. These
full-time employees do not earn relief association
pension.
$49,500 62800 -Social Security & Medicare $2,900 increase based on salaries.
West Metro Fire Proposed 2022 Budget
Changes to General Operating
$99,000 63800 –Health Insurance $10,450 increase based on a 10% increase
and an additional employee taking the
benefit.
$134,000 64500 -Workers Comp Insurance $24,000 increase based on 2021 rate increase.
$9,000 74000 -Operating $1,000 decrease based on historical data.
$6,000 80600 -Legal Fees $1,000 decrease based on historical data.
$25,000 80600 –Medical Exams $5,000 decrease based on no recruitment.
$120,000 81800 -Communications $5,000 increase based on expected
increases to expenditures for LOGIS and
Hennepin County Radio.
West Metro Fire Proposed 2022 Budget
Changes to General Operating
$21,000 83200 -Electric $4,000 decrease based on historical data and
lighting upgrade to LED.
$5,500 83400 –Water/Sewer $500 decrease based on historical data.
$20,000 83600 -Gas $2,000 decrease based on historical data.
$24,000 84400 -Equipment Repairs $4,000 increase based on historical data.
$41,000 84600 -Vehicle Repairs $5,000 increase based on historical data.
$3,000 85400 -Office Equipment Rent $1,000 decrease based on historical data.
$0 Reserve $20,000 decrease based on having the fund
balance rebuilt in 2021.
West Metro Fire Proposed 2022 Budget
Capital Plan
2022 –Cities’ Contributions 250,000 2023 –Cities’ Contributions 250,000
Beginning Fund 773,845 Beginning Fund 748,845
Committed -495,000 Committed -425,000
Expenditures -275,000 Expenditures -322,500
Ending Fund Balance 3,845 Ending Fund Balance 1,345
West Metro Fire Proposed 2022 Budget
Capital Plan
2024 –Cities’ Contributions 250,000 2025 –Cities’ Contributions 250,000
Beginning Fund 676,345 Beginning Fund 643,845
Committed -390,000 Committed -370,000
Expenditures -282,500 Expenditures -267,500
Ending Fund Balance 3,845 Ending Fund Balance 6,345
West Metro Fire Proposed 2022 Budget
Capital Plan
2026 –Cities’Contributions 250,000
Beginning Fund 626,345
Committed -440,000
Expenditures -165,000
Ending Fund Balance 21,345
((a/A) + (p/P) + (v/V) / 3) x 100 = Percentage of total budget due from specified municipality
Crystal New Hope District
a = municipality's avg. calls over 5 years 782 920
p = municipality's population (2010 census)22,151 20,339
v = municipality's taxable market value in millions 2,123 2,106
A = district's avg. calls over 5 years no mutual aid 1,702
P = district's population (2010 census)42,490
V = district's taxable market value in millions 4,229
Percentage a/A 45.9459%54.0541%
Percentage p/P 52.1323%47.8677%
Percentage v/V 50.2010%49.7990%
49.4264%50.5736%100.00%
100.0000%
Required contributions from cities $1,321,686.70 $1,352,363.30 $2,674,050.00
Monthly contribution $110,140.56 $112,696.94
(1) Average calls based on calls for the years 2015 through 2019 without mutual aid.
(2) 2020 taxable market values from Hennepin County report dated 09/06/2019.
Contributions from Cities Set to Equal:
2021 General Fund Operating Budget $2,120,450
2021 Capital Plan Budget $230,000
2021 Pension Special Revenue Fund $180,000
2021 Insurance Special Revenue Fund $30,000
2021 Compensated Absences Special Revenue Fund $10,000
2021 Aerial Lease $103,600
2021 Total Amount to be Contributed from Cities $2,674,050
WEST METRO FIRE RESCUE DISTRICT
Cost Sharing Formula
Preliminary Calculation in 2020 for use in the 2021 Budget
((a/A) + (p/P) + (v/V) / 3) x 100 = Percentage of total budget due from specified municipality
Crystal New Hope District
a = municipality's avg. calls over 5 years 803 965
p = municipality's population (2010 census)22,151 20,339
v = municipality's taxable market value in millions 2,214 2,257
A = district's avg. calls over 5 years no mutual aid 1,768
P = district's population (2010 census)42,490
V = district's taxable market value in millions 4,471
Percentage a/A 45.4186%54.5814%
Percentage p/P 52.1323%47.8677%
Percentage v/V 49.5191%50.4809%
49.0233%50.9767%100.00%
100.0000%
Required contributions from cities $1,363,877.62 $1,418,222.38 $2,782,100.00
Monthly contribution $113,656.47 $118,185.20
(1) Average calls based on calls for the years 2016 through 2020 without mutual aid.
(2) 2021 taxable market values from Hennepin County report dated 01/05/2021
Contributions from Cities Set to Equal:
2021 General Fund Operating Budget $2,208,500
2021 Capital Plan Budget $250,000
2021 Pension Special Revenue Fund $200,000
2021 Insurance Special Revenue Fund $10,000
2021 Compensated Absences Special Revenue Fund $10,000
2021 Aerial Lease $103,600
2021 Total Amount to be Contributed from Cities $2,782,100
WEST METRO FIRE RESCUE DISTRICT
Cost Sharing Formula
Initial Preliminary Calculation in 2021 for use in the 2022 Budget