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Prior Lake, MN 55372
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CITY COUNCIL AGENDA REPORT
MEETING DATE: February 24, 2014
AGENDA #: 10A
PREPARED BY: KeIIy Meyer, Asst. City Manager
PRESENTED BY: KeIIy Meyer
AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING A
PENSION INCREASE FOR THE PRIOR LAKE FIRE DEPARTMENT
FIREFIGHTERS RELIEF AND PENSION ASSOCIATION.
DISCUSSION: Introduction: The purpose of this item is to consider a request by the Prior Lake Volunteer
Fire Department and Relief Association to increase the pension benefits as of March 1,
2014 from $6,500 /year of service to $6,800 /year of service.
History: Prior Lake (and Spring Lake and Credit River Townships) are served by a paid on-
call volunteer fire department of 45 paid per call firefighters, and a full -time Fire Chief.
Firefighter compensation is provided through a payment of $11.50 /hour for fire call
responses and training, and a lump sum pension benefit paid at retirement. Fire officers
also receive an additional stipend in recognition of additional duties.
Unlike other City employees whose pension is through Public Employees Retirement
Association (PERA), paid per call volunteer firefighters receive their pension through an
established Fire Relief and Pension Association. The Prior Lake Fire Relief and Pension
Association is overseen by a Pension Board comprised of 6 members appointed from the
Fire Department membership, the Prior Lake Fire Chief, the Prior Lake Mayor, and the City
Manager. The Board is responsible for investment of pension funds, annual audit,
preparing an annual status report to the membership, and recommending any adjustments
to the investment policy, bylaws, or pension terms. The City Council must approve any
compensation adjustments. State statute also imposes limitations on the maximum
allowable pension ($10,000/year for 2014).
Current Circumstances: The current pension benefit level has been in place since 2008. To
qualify for a pension benefit, a firefighter must have served the Prior Lake Fire Department
for 10 years or more, reached the age of 50 years, and been a member of the Relief
Association for at least 10 years. With 10 years of service credit, a member is 60% vested.
The vesting schedule increases incrementally until a member is fully vested at 20 years of
service.
Years of Service % Vested Lump Sum Pension (2013 rate)
10 60 $39,000
20 100 $130,000
The average tenure for a Prior Lake firefighter over the last 10 years is 11.5 years.
The fire department pension benefit is funded through a combination of resources:
• Investment earnings of the Relief Association Pension Fund
Phone 952.447.9800 / Fax 952.447.4245 / www.cityofpriorlake.com
• State Aid (received by the City and passed- through to the Relief Association)
• Annual City Pension contribution ($20,000 /yr. since 2003)
• City deficit contribution (when required)
Typically, pension increases are not proposed by the membership or recommended by the
Pension Board unless the Pension Fund and its investment performance can support the
increase. The same is true for the increase proposed.
Conclusion: The Fire Department membership has voted in support of an annual pension
increase to $6,800 per year. Likewise, the Pension Board also voted to recommend the
increase to the City Council.
ISSUES: As part of its consideration of the proposed pension increase, the Pension Board requested
an overview of firefighter compensation structure, funding sources, and comparison
data /metrics (if data was available). Staff met with a fire department subcommittee to
discuss and outline the report. This report is attached for Councilor information and
provides an overview of the department structure, estimated time commitment by
firefighters, compensation history, funding history, cost per household, and some
comparison data.
Many firefighters will tell you that they join the fire service because of the camaraderie and
their desire to give back to the community. This is true, but as we all lead busier lives, it
becomes more and more difficult for people to make the time commitments required of
firefighters for training, business meetings, fire calls, and community events, in addition to
their work and family responsibilities. It is critical that the City remain competitive with our
neighbors so that we are able to address recruiting needs, and are appropriately rewarding
dedicated service. Like all employers, the City will continue to face recruitment and
retention issues within the Fire Department as a result of retirements, but the Fire
Department has the added challenge of the time commitment demands.
FINANCIAL For the first time in its history, the City was required to make deficit contributions in the
IMPACT: cumulative amount of $227,372 to the Pension Fund over a four year period (2010- 2013).
These deficit contributions were triggered by the investment losses in the Pension Fund
during the economic downtum. State statute requires that the City step in to assure the
pension liability is appropriately funded. The Pension Fund has now recovered to exceed its
projected liability at 115.4 %. No contribution is necessary from the City in 2014, and the
Pension Fund can support the proposed increase.
Despite the short -term deficit contributions the City has been required to make to the
Pension Fund over the last several years, the services provided by the Fire Department
continue to be one of the City's best values for the dollar.
ALTERNATIVES: 1. Motion and second to adopt a Resolution Authorizing a Pension Increase to $6,800 per
year of service credit for the Prior Lake Fire Department Firefighters Relief and Pension
Association effective March 1, 2014.
2. Motion and second to deny the pension increase.
3. Take no action and provide staff with additional direction.
RECOMMENDED
MOTION: Alternative 1.
O� P � O �P
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4646 Dakota Street SE
` -¢ ' Prior Lake, MN 55372
RESOLUTION 14 -xxx
A RESOLUTION AUTHORIZING A PENSION INCREASE FOR THE
PRIOR LAKE FIRE DEPARTMENT FIREFIGHTERS RELIEF AND PENSION ASSOCIATION
Motion By: Second By:
WHEREAS, The bylaws of the Prior Lake Volunteer Firefighters Relief and Pension Association provides
for a defined contribution benefit; and
WHEREAS, The present annual benefit in effect is $6,500 in 2013 for volunteer firefighters that are eligible
under the vesting schedule; and
WHEREAS, The Relief and Pension Association Pension Fund is over 100% funded and the investment
earnings of the fund can support a benefit increase to $6,800 per year of service now and in
the future without the need for additional city contribution; and
WHEREAS, It is in the best interest of the City of Prior Lake to provide a pension level that is comparable
with other volunteer fire departments in order for the City to continue to recruit, retain and
reward volunteer fire service.
NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE,
MINNESOTA as follows:
1. The recitals set forth above are incorporated herein.
2. A $6,800 per year of service credit for pension, disability and death benefit purposes within the Bylaws
of the Prior Lake Fire Department Firefighter Relief and Pension Association is hereby approved
effective March 1, 2014.
PASSED AND ADOPTED THIS 24TH DAY OF FEBRUARY, 2014.
YES NO
Hedberg Hedberg
Keeney Keeney
McGuire McGuire
Morton Morton
Soukup Soukup
Frank Boyles, City Manager
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PRIOR LAKE FIRE DEPARTMENT
COMPENSATION REPORT
January 2014
OVERVIEW
MISSION STATEMENT
To minimize loss of life and property in the Prior Lake Fire Department Service Area from fires, natural
disasters, and life threatening situations, to do so in a manner that is as environmentally friendly manner as
possible, and to assist other emergency agencies. The Fire Department shall perform these services in an
efficient manner by maintaining effective education, prevention, emergency response and suppression
training
HISTORY
In the early 1900s when there was a fire, everyone grabbed a bucket and pitched in. In 1916, the City
purchased its first chemical wagon and fought fires with a baking soda mixture that was pumped onto fires.
The Fire department was officially founded in 1929, with the first motorized fire truck was purchased in
1937. By the mid -1940s Prior Lake Fire had 18 members. The first modern Fire Station was built in 1994-
95 and continues to serve as the main offices for the fire department. To improve response times on the
northwest side of Prior Lake, Fire Station No. 2 was constructed in 2007/2008. Prior Lake hired its first full -
time Fire Chief in January 2010.
CUSTOMERS / SERVICE AREA
The Prior Lake Fire Department serves the 16 square miles within the corporate limits of the City of Prior
Lake. Prior Lake is also the service provider for Spring Lake Township, and for Credit River Township.
Together the service area reaches approximately 72 square miles, serving a combined population
nearing 40,000.
SERVICES
Fire Suppression Fire Prevention Rescue HazMat Response
Active Fire Response Fire Education Water Evaluation
Good Intent (Alarms) Fire Investigation Search /Rescue Decontamination
Pre - planning Medical Mitigation
Community Events I Motor Vehicle II
ORGANIZATIONAL STRUCTURE
OVERVIEW
The Prior Lake Fire Department is a division of the City of Prior ity Council
Lake organization. The City Council is ultimately responsible for the
capital, personnel and service level decisions of the Fire City
Manager
Department. The City Council appoints a City Manager to
administer the policies of the City Council.
A full -time Fire Chief reports to the City Manager. Fire Chief
The Fire Chief is supported by a seasonal
administrative support person, (new for summer Asst Chief 3
2014 , an Executive Committee, and Asst Chief 1 f Asst Chef 2 Training
a Officer
45 paid per call firefighters. The
Fire Chief is responsible for the }
Captain Captain Captain Captain x Captain
management duties of the
Department, as well as responding to
emergency calls. 37 Firefighters
Executive Committee
The Fire Chief is supported by an Executive Board that includes the Assistant Chief 1, Assistant Chief 2, an
Assistant Chief /Training Officer, and five Captains. The Executive Board assists in the formulation of policies,
appoints fire personnel to various subcommittees within the department, discusses and resolves operational,
service and training issues, and acts as the Board of Review for department performance issues.
Prior Lake Fire Relief Association Board
Although not part of the operational structure, the Pension Board does provide oversight of the Pension
Fund. The Board of Trustees for the Prior Lake Fire Relief Association is comprised of six (6) members
appointed from the Fire Department membership, and the Prior Lake Fire Chief, the Mayor of Prior Lake,
and the Prior Lake City Manager.
The Board of Trustees for the Relief Association are responsible for the safe and profitable investment of the
association funds, audit accounts annually, and issues an annual report to the membership annually. The
Board of Trustees is guided by an adopted investment policy and the Fire Relief Association bylaws.
MEMBERSHIP COMMITMENT
VOLUNTEER FIREFIGHTERS
Members of the Prior Lake Fire Department are selected through an application, evaluation and interview
process. Applicants must be at least 18 years or age, a high school graduate, hold a valid drivers license with
a driving record acceptable to the City, and reside within six (6) miles from a Prior Lake Fire Station. All
applicants must pass a basic skills test, a physical agility test, and a pre - employment drug test and physical.
Members of the Fire Department are required to meet a minimum of 35% of all fire calls per quarter. In
addition to call response, members are required to participate in 75% of maintenance and training
exercises. There is mandatory attendance for monthly business meetings. In addition, first -year firefighters
are required to complete 140 hours of training, and complete Firefighter II certification.
Further, it is important to note that making a commitment to fire call response is not convenient, and
firefighters are responding at any moment's notice, often in the middle of the night, and for an unknown
time period. Calls can range from 1 hour to 12 hours or more.
YEAR 2004 2005 2006 2007* 2008 2009 2010 2011 2012 2013
Fire Calls 832 1011 1034 1116 804 406 432 443 478 450
*In 2007/2008, the fire dept. transitioned away from response to medical calls. Allina became primary responder.
Community Service Events
In addition to emergency response and training, the Fire Department plays a vital role in events that
fundraise, educate and promote community. From events such as Fire Prevention Week and Safety Camp,
National Night to Unite, neighborhood park parties, MusicFest, Lakefront Days, and the Fireman's Dance and
annual Chicken BBQ the Fire Department spends many hours supporting the Prior Lake community.
Over a 10 -year period, Annual Minimum Hours Per Firefighter
meeting only minimum call
response, a firefighter kTa
kril ktn
contributed an average
kill kfi)
373.61 hours per year, or 7
hrs /week.
kli) gr1
353.85 361.90 390.60
The large majority of 291.20 281.40
firefighters have an average
142.10 151.20 155.05 16730 157.50
call response of 45 %, raising
the average hours to 443.67 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013
• Community Event Hours annually (est.)
year, or 8.5 hrs /week. E �' Y ( )
r Training Hours annually (est.)
Minimum Call Hours (avg)
COMPENSATION
OVERVIEW
Compensation for firefighters is a combination of an hourly wage paid for call response and training,
together with a pension benefit. Firefighters do not receive additional PERA, or health, dental or life
insurance benefits from the City.
WAGES
Members of the Fire Department are compensated on a monthly basis for call response and for training at
the rate of $11.50 /hour (2014). Assistant Chiefs and Captains receive an additional $4250 and $2000
stipend per year. respectively, in consideration for additional duties. Rate increases are considered annually
as part of the budget process and evaluated against market comparisons.
PENSION BENEFIT
The pension for the Fire Department is established through the Prior Lake Fire Relief Association. It is
governed through Bylaws, and state and federal law. A Board of Trustees oversees the policies, investments,
and operation of the Relief Association.
Members of the Fire Department are eligible for participation in the Relief Association upon hire, and begin
to earn service credit. Members are "vested" and eligible for a partial or full pension based upon years of
service credit. To achieve full pension, a member will have reached the age of 50, and have 20 years of
service credit. A member who has reached the age of 50, and who retires with 10 years of service is eligible
for a partial benefit. The pension benefit is based upon a rate of $6500 /year of service for fully vested
members. The average tenure for a Prior Lake firefighter over the last 10 years is 11.5 years.
2013 FIREFIGHTER COMPENSATION
YEARS Hours* Wages ** Pension Earned Total Hourly Rate
(assuming full vesting)
1 - 9 443.67 $4688.21 $0 $4688.21 $10.57
10 443.67 $4688.21 $3900 $8588.21 $19.35
20 443.67 $4688.21 $6500 $11,188.21 $25.21
*Average annual hours over last ten years based upon 45% call response and an avg. of 1 hr /call, plus training hours and
community service hours. * *407.67 @$11.50 /hr.
• Five Pension increases
Pension Benefit History in 10 years (including
7000 �� 6800 6500 Fsoo 6501 6500 6500 proposed 2014
6000 5010 increase)
5000 4400 • Statutory Max Pension
3800 3800 = $10k
4000 2900 3100 300
2410 26WA1 • 2014 proposal is first
3000 2000 2200 2200
pension increase in 6
2000
years
1000 • Pension benefit has
0 increased 58.5% over
c) 0 0 ) 0 0 ) 0 0 0 0 0 0� 0 0� 0 0� 10 1 1� �� last 10 years
10 1 10 1 0 10' '15) y 1 5) y 0 , 11 0 y 0 ti 0 ti ti 0 ti 0 L 0 , L0
FUNDING SOURCES
OVERVIEW 2014 FIRE DEPARTMENT BUDGET
Fire Department expenditures and the Capital,
corresponding funding sources are 5.31%
distinguished below in four primary areas: Operations
• Operations (Materials and 25.72%
Supplies) Personnel,
46.30%
• Capital
Budgeted
• Personnel Pension (Pass-
• Pension Fund Through),
22.67%
OPERATIONS
Day -to -day operations of the Fire Department are funded through the
general property tax levy and cost - sharing arrangements with the neighboring service areas (townships).
An annual General Fund budget details expenditures for personnel costs (including an annual pension fund
contribution), materials/ supplies, training, utilities, facilities operational costs, and minor capital costs.
CAPITAL EQUIPMENT
Replacement of significant fire apparatus equipment is accomplished through a variety of funding sources,
including General Fund Operating Budget, Donations, and Voter - Approved Referendum. Replacement of
capital equipment is tracked in the Equipment Replacement Plan, and reviewed annually as part of the
Capital Improvement Program review.
PERSONNEL
Providing fire response is a human service business. As such, the largest expenditure is in compensating the
personnel who deliver the services. Personnel costs for firefighter wages, and the compensation package for
the full -time Fire Chief, are detailed in the annual General Fund Fire Department Operating Budget and
funded via the property tax levy and township agreements. Firefighter pension costs are funded through
Fire Relief and Pension Association investment earnings, State Aid contributions from the State of
Minnesota, and City contribution.
SUMMARY
Description Planning Document Funding Sources
Operations Annual Budget Property Tax levy; Cost - Sharing Agts. (townships)
Minor Capital Annual Budget Property Tax Levy, Cost - Sharing Agts. (townships);
Equipment Donations
Major Capital Equipment Replacement Fund (tax levy), Voter -
Equipment Capital Improvement Program Approved Referendum, Cost - Sharing Agts.
(townships)
Personnel Annual Budget Property Tax Levy; Cost - Sharing Agts. (townships)
Fire Relief Association Bylaws;
Fire Relief Association Fire Relief Association Investment Earnings; State
Pension Investment Policy Aid Contributions; City Contribution (annual and
Fire Dept. Bylaws deficit, when required)
Iti
FUNDING SOURCES
PENSION
Overview - The Prior Lake Fire Department pension benefit is funded NOTES
through a combination of resources:
• Investment Earnings of Relief Association
• $277,372 in deficit
• State Aid contributions in last
• City Pension Contribution 10 years - an
• City Deficit Contribution (when required) average of $27,737
per year.
Pension Contribution History
• City's $20,000
300000
voluntary annual
250000
contribution has
200000 not been adjusted
" 1
150000 m in 11 years ($20k).
i
100000
50000 iiiii
a 0 0 0 a ' o o
o o ' o o o` o o 0 ti N> < ti" Investment Policy - The
, til , , ,yq , . , , L O I O , , , , , , , ,
Investment policy of the
r State Aid ■ City Annual • City Deficit Contrib Prior Lake Fire Relief
Association is attached.
Process for Requesting Pension Increases - At the annual meeting of the Relief Association in January,
membership reviews investment performance. Historically, pension increases have been considered based
upon the Pension Fund balance. Although unwritten, the standard practice of the Relief Association
has been to only recommend a pension increases when the Pension Fund is 100% funded. If the
membership votes to recommend an increase, the recommendation is presented to the Board of Trustees,
and must be approved ultimately by the City Council.
I
Pension Fund Balance %
150 106.3 116.3 121.4 122.9 121.1 110.7 106.5 102.6 102.1 118.9 115.5 118.5 110 99.4 113.7 113.4
100 69.2 79.6 87.7 89
50 1 11111
0 0 0 0 0 0 0 0 0 0 0 0 0 71111 0 0 0 0 0 � 0 0 0 0 0 0 E 0 0 0 0 0 0 0 0 0 0 0 0 o N N d' \O CV M (' en en d' O Q� Lf1 l C U') Ln t1i o N N N N N N M M M M d' to t f7 1/4D lO l0 l0 1/4p 47 1995 1996 1997 1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2002010 2011 2012 2013 2014
*Annual Adjustments are based on the previous year Fund balance.
ril
COMPARISON DATA
COST PER HOUSEHOLD FOR FIRE SERVICE - ANNUAL OPERATIONS
Cost - Sharing Annual City Deficit Annual Adj.
Fire Operating Agreements State Aid Cost /HH Contribution Cost /HH (deficit
Year Budget (budgeted) (budgeted) Net Cost Operating (actual) contrib) Households
2000 250,577 127,723 68,000 54,854 7.84 0 7.84 7,000
2001 283,530 139,379 75,000 69,151 9.88 0 9.88 7,000
2002 323,713 149,831 77,000 96,882 13.84 0 13.84 7,000
2003 394,259 171,104 90,000 133,155 19.00 0 19.00 7,007
2004 440,753 183,958 108,000 148,795 19.78 0 19.78 7,523
2005 569,980 198,752 183,000 188,228 24.06 0 24.06 7,823
2006 611,261 211,697 187,000 212,564 26.51 0 26.51 8,019
2007 668,649 233,952 181,000 253,697 31.00 0 31.00 8,185
2008 766,153 302,171 186,000 277,982 33.49 0 33.49 8,301
2009 780,878 322,016 166,000 292,862 34.93 0 34.93 8,385
2010 862,159 348,065 123,000 391,094 46.30 82,372 56.05 8,447
2011 851,139 361,992 123,000 366,147 42.87 80,175 52.26 8,541
2012 807,684 343,616 136,000 328,068 37.94 55,925 44.41 8,647
2013 857,539 362,106 143,000 352,433 40.76 58,990 47.58 8,647
City 2013 Hourly 2013 Pension
Apple Valley $14.27 $6,400.00
Chanhassen $10.00 $5,050.00
Cottage Grove $13.00 $4,400.00
Farmington $10.00 $4,575.00
Golden Valley $14.54 $7,000.00
Hopkins $14.07 $5,900.00
Inver Grove Heights $11.50 $5,800.00
Lake Johanna (Shoreview) $13.88 $5,768.00
Lakeville $11.00 $6,513.00 SOME CITIES HAVE ALREADY
Rosemount $10.00 $6,900.00 PROCESSED 2014 PENSION
Savage* $12.59 $5,329.00 INCREASES (Shakopee, Lakeville)
Shakopee $10.50 $7,500.00
Stillwater $12.25 $5,250.00
Woodbury $15.00 $6,740.00
Prior Lake $11.50 $6,500.00
*Savage offers both a lump sum or monthly annuity.
113
FUTURE CHALLENGES
RETENTION & SERVICE LEVELS TECHNOLOGY
RECRUITMENT
• Retirements • Work Day Response / Duty • Mobile Technology
• Retention Crews
•
• Recruitment /Competition Fire Inspections
• Time Commitment • Community Events
• Compensation
IN