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97-1102Council File # - t� � ��07+ CITY Presented By Referred To 1 2 3 4 5 6 7 8 9 10 11 � 13 14 15 16 17 18 19 � 21 � � 2� 25 � 27 � 29 � 31 32 33 34 35 36 37 � 39 RESOLUTION Green Sheet # �NT PAUL, MINNESOTA 15 Committee: Date Snow Operations Plan for 1997 - 1998 WHEREAS, the Administration has prepared a Snow Operations Plan for 1997-1998 (attached) that sets forth specific action steps to continue providing the highest level of snow removal services to Saint Paul residents, employers, and visitors; and WIIEREAS, this Snow Operations Plan provides for significant service improvement in education, notification, enforcement and snow removal; and Wf�R.�A.S, the City Council approved this Snow Operations Plan by voice vote at it's duly 2, 1997 meeting ; and �'E�REAS, this service improvement requires additional spending authority that was not considered in the 1997 City Council Adopted Budget; and WFIEREAS , The Mayor pursuant to Section 10.07.4 of the City Charter, recommends the following changes to the 1997 budget: General Fund Chane�es Financin Plan 001 General Fund 02271 Winter Street Maintenance 9830 Use of Fund Balance All other Fund Financing the Same Total Financing Plan Current Bud�et $1,747,129 $150103 098 $151,850,227 Spendin�Plan Current Budeet 001 General Fund 02271 Winter Street Maintenance 02271-0558 Transfex to Special Revenue Fund $3,289,988 02271-0566 Transfer to Enterprise Fund �0 All other Fund Spending the Same $148.560239 Total Spending Plan $151,850,227 Page 1 of 7 Chan�e $540,203 $0 $540,203 Chan�e $435,000 $105,203 $0 $540,203 Revised Bud�et $2,287,332 $150,103.098 $152,390,430 Revised Bud2et $3,724,988 $105,203 $148 560239 $152,390,430 °t�-i�o�. .� . .• .� . .� . . .1 . :i .� .� . . . .. :4 . . . :1 . : :i .� : :. : :: Street Repair and Cleanin�Fund Chan_ges Financin�' Plan Current Bud�et 225 Street Repair and Cleaning Special Revenue Fund 42330 Winter Street Maintenance 7299 �ansfer from General Fund $3,328,865 All otl�er Fund Financing the Same $13142,116 Total Financing Plan $16,470,981 S�ending Plan Current Bud�et 225 Street Repair and Cleaning Special Revenue Fund 42316 Street Maintenance Equipment 42316-0858 Telephone Equipment Purchases 42330 Winter Street Maintenance Change $435,000 $0 $435,000 Change $0 $50,000 42330-011l Full Time Permanent $1,310,064 42330-0241 Printing - Outside $100 42330-0299 Other Miscellaneous Serv. $9,000 42330-0283 Rental - Vehicles $755,000 42330-0439 Fringe Benefits $382 957 All other �und Spending the Same $14 013 860 Total Spending Plan $16,470,981 Imnound Lot Fund Chan�es Financing Plan 435 Impound Lot Enterprise Fund 24050 Vehicle Impounding Lot 7299 Transfer from General Fund All other Fund Financing the Same Total Financing Plan Spendin� Plan 435 Impound Lot Enterprise Fund 24050 Vehicle Impounding Lot 24050-0132 Not Certified Temporary 24050-0141 Overtime 24050-0222 Telephone - Monthly Charges 24050-0229 Other - Communications 24050-0281 Rental - Land 24050-0282 Rental - Bldg & Office Space 24050-0286 Rental - Other 24050-0299 Other Miscellaneous Serv. 24050-0349 Other - Eqmp-Parts-Supplies 24050-0371 Electricity Current Budeet $1405 705 $1,409,705 Current Bud�et � � $52,200 $28,000 � $609,050 $1,000 $6,000 Page 2 of 7 $209,476 $5,000 $15,000 $87,912 $67,612 $0 $435,000 Chan�e $105,203 $0 $105,203 Revised Budeet $3,763,865 $13142.116 $16,905,981 Revised Budeet $50,000 $1,519,540 $5,100 $24,000 $842,912 $450,569 $14 013.860 $16,905,981 Revised Bud�et $105,203 $1409.705 $1,514,908 Chanae Revised Bud�et $27,756 $15,000 $1,445 $120 $27,600 $10,800 $390 $15,000 $550 $27,756 $15,946 $2,345 $120 $79,800 $38,8Q� $390 $624,050 $1,350 $6,550 97 -1►0�— � 90 91 9`L �3 � �i 96 97 98 99 100 loi 102 103 104 105 106 107 108 109 110 111 112 113 114 115 116 117 118 119 120 121 122 123 124 125 126 127 128 12.9 130 131 132 133 134 1� i� 137 S ending Plan (Continued? 435 Impound Lot Enterprise Fund 24050 Vehicle Impounding Lot 24050-0373 Gas Including Bottle 24050-0439 Fringe Benefits 24050-0857 Data Processing Hardware All other Fund Spending the Same Total Spending Plan Current Bud�et Change Revised Bud�et $3 $131,111 $1,000 $575 998 $1,409,705 $� $3,542 $2,100 $0 $105203 $4,050 $134,653 $3,100 $575 998 $1,514,908 Now, therefore, be it RESOLVID , that the Council approves the Snow Operations Plan for 1997-1998; and Be it FURTI3IIt RESOLVID , that the Council approves these changes to the 1997 budget. Establish a Winter Street Maintenance Reserve WfiEREAS, the Administration and the Department of Public Works in the Snow Operations Plan for 1997 - 1998 recommend that the snowfall threshold amount necessary for declaration of a snow emergency be lowered from four (4) inches to three (3) inches; and WHEREAS, this snow emergency threshold change will necessitate an increase in the number of budgeted snow emergencies each year on average fxom four (4) to six (6); and WHEREAS, the Street Repair and Cleaning Fund of the Department of Public Works annually budgets for an average of four (4) snow emergencies of four (4) inches or more in the annual operating budget; and VVI�REAS, reserves must be maintained for those winter seasons with above average snowfalls and snow emergency requirements; and WFIERF.A.S, the Street Repair and Cleaning Fund of the Department of Public Works strives to maintain an adequate reserve in fiznd balance for an additional four (4) snow emergencies of four (4) inches or more over and above the four (4) snow emergencies in the annual operating budget; and WHER,EAS, this snow emergency threshold change will necessitate a corresponding increase in the reserved snow emergencies held in fund balance to the equivalent of six (6) snow emer�encies: and WHEREAS, the City of Saint Paul incurred significantly higher snow and ice control, plowing and removal costs in 1996 due to seven (7) snow emergencies during the budget year; and WHER,F.AS, the City Council amended the 1996 budget of the Street Repair and Cleaning Fund on December 26, 1996 by adopting Council File 96-1588, which balanced these increased expenditures with $1,152,828 of Street Repair and Cleaning Fund fund balance which was Page 3 of 7 q'1 - t lo�- 138 139 140 141 142 143 144 145 146 147 148 149 150 151 152 la3 154 155 156 157 158 159 160 161 162 163 164 165 166 167 168 169 170 171 172 173 174 175 176 177 178 179 180 181 182 183 184 185 186 available for above average snow and ice control; and R'FiEREA.S, the Department of Public Works' cost per snow emergency experience was approximately $300,000 per event in 1996; and WHEREAS, this use of Street Repair and Cleaning Fund fund balance for 1996 winter snow and iee control has depleted the winter reserve balance to $433,492, which is appro�mately one and one-half (1-1/2) snow emergencies; and VVIiERF�, this reserve balance must be restored to an appropriate level to reduce reliance on the General Fund for emergency support; and WHERFAS, City Council Budget Goals and Policies for the General Fund. Snecial Fund: Debt Service Funds, adopted on Council File 90-1428, established guidelines for optimum reserves in the form of fund balances in sections B-31 and B-32; and WHERF.AS, these Budget Goals and Policies direct the return of unspent operating transfers from the General Fund regardless of the prudent and practical reserve amount; and WHEREAS, the majority of winter street maintenance activities are funded by an operating transfer from the General Fund; and WHEREAS, annual budget to actual savings is a prudent, incremental and appropriate method of restoring this reserve. Now, therefore be it RESOLVID, that the Street Repair and Cleaning Fund shall maintain Reserved Fund Balance for winter street maintenance; and Be it FURTHERRESOLVED, that the recommended value of the reserve is $1,&00,000 for 1999, which is equal to six (6) snow emergencies; and Be it FURTFIIItRESOLVED, that this reserve shall be recalculated annually to maintain parity with general price fluctuations and recent experience; and Beit FURTf�+RRE50LVED, that the Street Repair and Cleaning Fund shall only return unspent General Fund Winter Street Maintenance transfers which cause the Reserve for Winter Street Maintenance to be larger than the recalculated reserve amount. Salt Storaee and Snow Removal Dumping Needs WHERF.A.S , Present road salt storage facilities are too small for current Winter Street Maintenance needs; and Wf�REA.S , A larger road salt storage building will allow fall delivery of salt; and Page 4 of 7 q� -1\oa- 187 188 189 � 191 192 193 194 195 196 197 198 199 200 201 202 203 204 205 206 207 208 209 210 211 212 213 214 215 216 217 218 219 � 221 � 22�3 224 225 226 227 22S 229 230 231 232 233 234 235 WHEREAS , Fall delivery of road salt is less expensive and a higher quality product is received; and �VFiER,EAS , Public Works Street Maintenance Division has increased its heavy snow removal program; and WfiEREAS , The City Council has increased heavy snow removal requests; and WHERF.A.S , The present heavy snow removal dumping property is too small for this increased demand; and WFIEREAS , The Mayor pursuant to Section 10.07.4 of the City Charter, recommends the following changes to the 1997 budget: Street Repair and Clearung Fund Changes Financing Plan Current Bud�et 225 Street Repair and Cleaning Special Revenue Fund 00000 Road Maintenance Aid 9830 Use of Fund Balance $457,526 42330 Winter Street Maintenance All other Fund Financing the Same $16 013 455 , Total Financing' Plan $16 470 981 , , S�ending Plan Current Budget 225 Street Repair and Cleaning Special Revenue Fund 42316 Street Maintenance Equipment 42316-0565 �ansfer to Capital Projects Fund $0 All other Fund Spending the Same $16,470,981 Total Spending Plan $16,470,981 Capital Pro�ects Fund Changes Financing Plan Current Bud�et C97 1997 Capital Projects Fund C97 - 2XXXXX Road Salt Storage Building 7305 Transfer from Special Revenue Fund $0 C97 - 2� Heavy Snow Dumping Property 7305 `I`ransfer from Special Revenue Fund �J Total Financing Plan �0 Page 5 of 7 Chane�e Revised Bud�et $255,000 $0 $255,000 $712,526 $16 013.455 $16,725,981 Change $255,000 $0 $255,000 Revised Bud�et $255,000 $16 470 981 $16,725,981 Chanee Revised Budeet $125,000 130 000 $255,000 $125,000 130 000 $255,000 �l� - ll02- 236 237 238 239 2A0 241 2A2 2A3 9A4 2A5 2A6 247 2A8 2,49 250 2�51 252 253 254 255 2 �fi 257 258 259 260 2Fi1 262 263 2C� 265 266 267 268 269 270 271 272 273 274 275 276 277 278 279 280 281 282 282 2B3 Snendine Plan Current Budget C97 1997 Capital Projects Fund C97 -��X Road Salt Storage Buiiding 0784 Payment to Contractor �0 C97 - 2� Heavy Snow Dumping Property 0786 Land - Acquisition � Total Financing Plan �0 Chan�e Revised Bud�et $125,000 130 000 $255,000 $125,000 130 000 $255,000 Now, therefore, be it RESOLVID , that the Council approves these changes to the 1997 budget. Acceptance of State of Minnesota Severe Weather Mitigation Grant WHEREA�S, the winter of 1996-1997 was a record winter for the entire State of Minnesota, with snow removal costs straining all State and local government resources; and WHEREAS, on March 19, 1997 Governor Arne Carlson signed into law the Local and State Government Severe Weather Effects Mitieation Ap�ropriations Bill (State Senate File 114); and WE�REAS, this bill provides State of Minnesota reimbursement for approrimately 32% of the 1996 snow plowing and removal costs that were above the local government's average actual experience from 1993 throixgh 1995; and WHEREAS, this State of Minnesota Severe Weather Effects Mitigation Grant is an important component of the City's winter maintenance reserve restoration. Now, therefore, be it RESOLVID, that the Council and Mayor of the City of Saint Paul do hereby authorize the proper City Officials to accept this State of Minnesota public assistance severe weather mitigation grant which will be used to cover expenditures for this snow removal effort. Page 6 of 7 a� - t�o�— .� ,: :. . :: :.: .w 1 .a•, .�: .�: e:� .�: e,•, • A �': 11 1� 1. 1: This page left blank intentionally. � Blakev Bostrom n77inc Has � MPaa rc3 Morton Thune � Adopted by Council: Date Nays �I �sent Page 7 of 7 Requested by Department of: Public Works By: 9e � i � ' ��l�C(�NLt I� a. � •V Adoption Certified by Council Secretary For By: �.�� ..`..�.�._ sy: r Recommended by Budget Director: m m?lppr d by City Attorney: .a%��— �-2� -�r"7 � Approved By Mayor: Date �' j�� Appr �ed b Ma or for ubmission to Couneil: BY= � V V By: \/��2/� ��'L6� '+ - `l'1-l�0: DEPART.NENT/pFFICE/CWNCIL �ATE INlT1ATE� 32141 rrni��wo:ks �izsi9� GREEN SHEET No. CONTAOT PERSON & PHONE INIl1AL/DATE INITIAUDATE G3Ly Ef.CI7SOi1, LG6-E)�LL9 ��GN �EPAFiTMENT DIFECTOR � ❑j �17y COUNC7L / � N0618ER FOR O CIN ATTORNEY � CIiY CLERK MUSTBEONCOUNCILAC�ENDABY(DA"fE) ROVi1NG �q BUDGEfDIRECTOR ❑ FlNANCEACCOUNT7N /'� OSiDEP OMAYOR(ORASSIS ❑j F�M TOTAL # OF IGNATURE PAGES (CLIP ALL LOCATIONS FOR SIGNATURE� �SENIOR MGFL � DEPARTMEM ACCO AGnON RWUE5iED Approve resolution approving the 1997-1998 Snow Operations Plan; establishing Reserved F�nd Balance in the Street Repair and Cleaniug Fund for e$traordinary winter street maintenance; directing methods for achieving the appropriate reserve; purchase of a new road salt storage building and additional property for heavy snow removal dumping; and accepting the State of Minnesota Local and State Government Severe Weather F{�'ectc Mitigation Grant; RECAMMENDATIONS:Approve (A) or Reject (R) PERSONAL SERVICE CONTRACTS MUST ANSWEp THE FOLLOWING �UES770NS: PLANNINGCOMMISSION_CIVILSERVICEGOMMISSION 7. HasthispersoNfittneverworkedwtleracontractforthisdepartment? CIB CoMM�T�EE YES NO A — 2. Has ihis persoNfirtn ever been a city employee? STAFF _ VES NO _ oiSTAiCr CoUNCI� _ 3. Does this persoNfirm possess a skill no[ normally possessetl by any current ciry employee? SUPPORTSWHICHCOUNGLOBJECTNE? YES NO Explain all yes answers on separate sheet antl attach to green sheet INITIATING PROBLEM, ISSUE, OPPORTUNITY (WHO, WHAT, WHEN, WHERE, WHV): 1. Saint Paul needs a Snow Operations Plan because most areas of the city are densely populated, with many cars, few driveways, and little off-street parking. Beeause of this lack of parking, Saint Paul must publicly declare an'o�cial' Snow Emergency in order to give citizens time to respond to the parking bans until streets are plowed full width. Fair and adequate notice is necessary. Citizens are accustomed to the historic 9:00 P. M. start and the day phase following the night phase. Compliance is unsatisfactory now even with all the notice given during the day. 2. The City Council amended the 1996 budget of the Street Repair and Cleaning F�nd on December 26, 1996 by adopting Council File 96-1588, which balanced our increased 1996 snow removal espenditures with $1,152,528 of fund balance which was available for above average snow and ice control. This depleted the winter reserve balance to $433,492, which is approximately one and one-half (1-1/2) snow emergencies. 3. This will allow us to replace one of the present salt storage buildings, which are too small for our current needs. A larger building will allow us to take delivery of our road salt in the fall of the year. We can realize savings of approximately $32,5Q0 per year with this early delivery. An added benefit of fall delivery is better salt quality. Salt terminals store road salt on the ground, allowing it to take on moisture. This moisture causes the salt to form clumps that are harder to break up and mis with sand. 4. Additional space is needed to use for snow dumping after snow removal operations downtown. Because of the above average snowfalls this past winter season, long range goals should include additional space for snow dumping. There have been increased requests from the City Council to do more snow removal so the additional space would be very beneficial. This parcel of land has to be easily accessible to downtown, allowing for a more efficient operation. 5. Govemor Cazlson signed the Local and State Government Severe Weather Effects Mitieation Appronriations Bill on March 19, 1997 providing State reimbursement for 1996 snow plowing and removal costs that were above St. PauPs average actual experience from 1993 through 1995. The receipt of this grant must be approved by the City Council. ADVANTAGESIFAPPqOVED: City streets will be plowed better during snow emergencies due to better citizen notification, parking ban enforcement, and more frequent plowing. This resolution accepts this grant from the State of Minnesota and establishes guidelines for rebuilding the winter street maintenance reserve so that it will be available when there is another severe winter similar to 1996-1997. With an appropriate reserved balance available for winter street maintenance in the Street Repair and Cleaning Fund, the likelihood of needing emergency support from the General Fund is significantly reduced. DISADVANTAOES IF APPROVED' None. DISADVANTAGES IF NOT APPROVED: The 1997 budget will not include enough spending authority to put the 1997-1998 Snow Operations Plan into effect; the proper City officials will not be authorized to receive the Severe Weather Effects Mitigation Grant from the State of Minnesota; there will be no clear direction on how to restore the Winter Street Maintenance reserve for use in future winters, which may result in requests for unbudgeted Generai Fund appropriations late in the budget year. fINANCIAL INFORMATION. (EXPIAIN) Recommended Reserve $ ] , 800,000 � I.ess: 1996 Winter Fund Balance ($433,492) State of Minnesota Reimbursement ($592.3061 /(/�/� Needed Winter Sheet Maintenance Reserve $774,202 ' i" �� Y OFFICE OF THE MAYOR CITY OF SAINT PAUL Norne Coleman, Mayor June 24, 1997 TO: Dave Thune Council President Council Members FR: Joe Rei Office of ancial Services Director RE: Snow Operations Plan 1997-98 OFFICE OF FINANCIAI. SERVICES � � � , � �} Joseph Reid, Directar 24D Ciry Hatt Tefephone: (6I2) 2b6-8543 IS Nest Kellogg Boulevard Fatsimile: (672) 266-8541 SaintPaul,M"vu�esota 55102 The attached plan is submitted to the Council as a response to the snow plowing issues raised at the January 15, 1997 Policy Session. The plan has been developed by the Mayor's Office, the Department of Public Works, the Police Department, the Fire Department, the Health Department, the Departrnent of Technology and Management Services, the Citizen Services Office and the Office of Financial Services. After the discussion of the proposals in this plan with the Council, the administration will prepaze a budget resolution amending the 1997 budget to provide spending authority for elements of the plan for which there is agreement. cc: Mayor Coleman Tim Marx Stacy Becker Bill Finney Tim Fuller Gary Erichson Ted Brown Al Bataglia Chuck Votel Tom Cran Ron Kline Bazb Renshaw H \USERS�BUDGETWPFQ.ESURl997\9�_SSNOW hfEM �t1- ��o� CITY OF SAINT PAUL Snow Operations Plan 1997-98 Action Steps The steps proposed below assume that the departments responsible for the city services associated with maintaining the city infrashucture for normal residential and commercial activity during the winter will make full use of ongoing efforts. Education and Notification In addition to ongoing efforts such as publication of the city's snow service and snow removal rules in the fall edition of the Saint Paul Citizens Guide, press releases to the neighborhood monthlies and the city's daily newspapers, utilization of the television channels "crawl" feature, public cable stations, the Internet, which will be intensified, the administration proposes to add three new notification approaches on a pilot basis in 1997- 98 in order to evaluate the effectiveness of these approaches. l. Sirens. On an experimental basis limited as much as possible to selected areas of the city, sirens will be sounded at 5:00 p.m. and 6:00 p.m. for a night snow emergency. As part of the general information effort prior to the snow season, additional notice will be given to residents and businesses in the general vicinity of the sirens selected for use. Because the sirens are desia ed for other uses, principally in the summer when people are out of doors, questions have been raised about the suitability and effectiveness of the sirens as a notification device for declaring snow emergencies. This effort will test the suitabiliry of sirens for this purpose. 2. Target Notification Efforts in High Parking Concentration Areas. Target areas with high concentrations of temporary parking such as colleges and universities. Work with district councils and block clubs to improve notification in these areas. Students may be less likely to be aware of the normal notification outlets and, especially in the early part of the snow season would benefit from supplemental reminders of city parking procedures during a snow emergency. Additional signs, flyers, mailings, and electronic means available on campuses should increase awareness and compliance with parking rules. Block ciubs could lune 25,1997 q'1 - ��o �— be encouraged to create telephone "calling trees" on their block so that neighbors could more easily remind neighbors of a snow emergency when one is called. Telephone Hotline. The city has a cali in hotline (auto-attendant voice mail system) used in the winter for information about snow emergencies and in the summer for information on road construction. 266-PLOW gets many calls prior to and during periods of the winter when either conditions suggest that a snow emergency might be called or when one has been called. In order to ensure that callers aze able to get through and receive the information they need to make parking decisions, the administration recommends that the number of incoming lines be expanded from 12 ports (lines) to 24. Page 9 shows the record of calls and lost opporiunities to inform the public during the 1996 - 97 snow season. The equipment needed to provide this expanded services could also be used as an information kiosk for a variety of city notices that produce high volumes of calls by citizens for information. The administration has issued a request for bids on the equipment. Although it would be purchased initially for Public Works use during the winter snow season and summer construction season, other city and Ramsey County departments are being informed of its capabilities and invited to consider its applicability to their needs. The greatest expense is the purchase cost. Ongoing maintenance and upgrade costs aze also being identified. The original purchase cost and ongoing monthly phone bills, as well as any annual maintenance or upgrade costs would be shared by the users of the system. June 25,1997 2 q'1- 1�c�-- Enforcement The Police Department and the Housing Services Division will be vigilant about tagging and, when wananted, removing illegally parked vehicles throughout the pre-snow season. These efforts are consistent with their normal work duties. To support the administration°s plan for the 1997-98 snow season, the following additional programs will strengthen the departments' ongoing efforts. Fall Clean up. Instrumental in getting cars out of the path of the plows is reducing the number of cars that are "abandoned" on city streets prior to the first snow fall. The Saint Paul Police Department assists the Department of Public Works in the fall street sweeping clean up efforts. Using a listing of the streets posted for cleaning, the Traffic and Accident Section of the Saint Paul Police Department dispatches Parking Enforcement Officers to check the locations and tag violators. The Saint Paul Police Department will follow up with the Parking Enforcement Officers to ensure that this is a priority assignment this fall. In addition, the administration recommends that the Council change the city policy and approve the towing of vehicles that fit this description. Notification efforts should also encourage block captains and neighbors to identify cars that have been abandoned. This should be done early enough to also cleaz the streets for the fall leaf sweeping that is the first step to improved snow removal and maintenance of the streets and sewers during the winter months. 2. Tag and tow during fall street sweeping. Saint Paul has not tagged and towed vehicles parked on streets which have been signed No Parking for the purpose of s�veeping the streets during the fall clean up of leaves. The inability of the Public W orks Departsnent to do a thorough clean up creates a situation that leads to ciogged sewers, and street gutters filled with leaves when the fall rains and early snow fall begin. By tagging and towing vehicles illegally parked during this period, the streets would be better prepared for the winter plowing and more abandoned vehicles would be identified and removed from the streets before the first snow fall. June 25,1997 3 'i� - ��oa�— Saturation tagging in selected areas - Pilot project. As proposed by Public Works, the administration recommends the selection of a few neighborhoods for the delegation of tagging during snow emergencies. Working with the district council(s) in the neighborhood, the city would recruit neighborhood volunteers to be the tagging force in the neighborhood. The Street Maintenance office would be responsibie for coordinating the tagg'sng operation. The azeas selected could be the same neighborhoods selected for the expanded notification effort. The costs associated with this local "ownership" of the tagging system would be less than that of the cunent tagging force. 4. Seek to improve the towing production of the contract towing companies. Towing during the fall clean up of abandoned cars and the fall sweeping of streets may reduce the number of snow birds in the winter, but other cars that are impeding the effectiveness of the Public Works crews also need to be removed. Only a fraction of the cars that are tagged are towed. Unless the cars are moved or towed before the piows make their pass on the street, the harm caused by the parked vehicle is not alleviated. The Department of Technology and Management Services through its contract with the two towing companies that bid for the work improved the snow emergency towing results in 1996-97. The department will work with the towing companies to boost their productivity in 1997-98. Tow more during post snow emergencies. Due to the limitations of the towing companies who contract with the city it is not possible to remove all of the tagged cars during the 96 hours of the snow emergency. The 5aint Paul Police Department has agreed to follow through on the post-snow emergency period with additional towing by the Parking Bnforcement Officers. The Public Works Departrnent will be notified of the locations the tows to enable Public Works staff to inspect and knock down any drifts or obstructions that were created by plowing around the vehicle in the initial pass by the plow. 6. Add an auxiliary lot for the winter snow season 1997-5. The City Impound Lot at 686 Barge Channei Road does not have sufficient capacity to handie the vehicles in the lot under a"police hold" while investigations regarding the vehicles ase completed, the routine tows that occur for violations not June 25,1997 � ° t'1 - \ �ar related to snow emergencies and, between November and March, the additional tows that take place during snow emergencies. The attached memo from Deputy Chief Ted Brown provides more detail regarding the management of the lot. As a result the Saint Paul Police Department and the city Real Estate Office have searched for altemative space for the 1997-48 snow season. Before a budget resolution is presented to the Council the department's assumptions regarding revenue and expenditures requires further analysis. For example, the proposal's estimate of the number of snow emergencies is higher than projections used by the Department of Public Works. Nevertheless, the administration recommends that steps be taken to secure a lot that will ensure adequate space and better access for car owners seeking to recover their car. June 25,1997 5 g� _ � �o�-- Snow Removal In addition to initiatives already implemented by the Department of Public Works during the 1996-97 snow season, the following additional proposals for 1997-98 will provide quicker and more comprehensive results and ensure cleaner roads and streets. Lower threshold for declaring snow emergency. In order to prevent snow and ice buildup on city streets during the snow season but in particular during the first snow falls, the administration is recommending that the accumulation amount used to declare a city snow emergency be lowered from 4 inches to 3 inches. It is estimated that this will result in an increase in the average number of snow emergencies by 2. The current average is 4 per winter. With this new threshold the number is expected to be 6. Page 10 lists the snow fail information for the past six snow seasons. During that period, using the 4 inch threshold, the a�erage was 4.6. Continue additional snow removal program initiated in 1996-97. As part of the 1997 Adopted Budget, the City Council and the Mayor added $250,000 to the financing for the Winter Street Maintenance Fund for a special initiative to do extra snow removal in neighborhood comznercial areas and on arterial streets. Due to the heavy snow fall in 1996-97 and the timing of the removal, the 1997 costs were higher than they would be in a normal year. Therefore, the administration estimates that a budget of $250,000 wouid cover this service in an average year. Experiment with speciai parking restrictions in selected areas. The e�tensive need for on street parking makes snow removal a special challenge in larger urban centers like Saint Paul and Minneapolis. Suburban communities with larger land masses and more dispersed development are able to impose citywide parking bans during the winter that enable their public works crews to begin plowing immediately after a snow fali. As a result they generally plow more often and most use an accumulation threshold of 2 to 2'/z inches of snow. June 25,1997 6 ° l'1 -1�oY Some areas of the city have less need for on street parking than others. In this respect they are more similar to the suburban conditions described above. The administration proposes that Public Works initiate discussions with district councils that represent those areas and investigate the feasibility from an operations and community perspective of testing special parking restrictions in those azeas. Two options would be tested. Each of which might be feasible in several azeas of the city if plowing schedules can be accommodated to meet those areas as well as the general plowing needs of the rest of the city. Option 1 would restrict pazking on one side of the street. Plowing would be done on the non parking side under the normal snow emergency rules and schedules. Option 2 would impose a total (two sided) parking ban from November through Mazch. Plowing would be done on total parking ban streets as early as 4 hours before the start of each snow emergency. Option 3 would impose a parking ban from November through March on unplowed streets (allowing parking on plowed streets). Plowing would be done on these streets within the first four hours of a declared snow emergency. H.\USEAS\BUDG611W PFIl.ES\YR799T97_85t30W.AP'C June25,1997 �1- ��o�-- Budget 1997 Budget Amendment Based on the action steps contained in the proposed snaw operations plan for 1997-98, the budgets of the following departments will need to be amended in 1997. Public Works 1 Lower threshold for declaring a snow emergency 2 Additional snow removal in designated areas 3 Pilot Notification Program 4 Pilot Restricted Parking Program 5 Telephone Hotline Total Police 1 Impound Lot Health 1 Inspectors - No additional cost Fire Department 1 Siren Maintenance Citizen Services 1 Residents Guide 9998 Proposed Budget $250,000 $65,000 $15,000 $14,006 50 000 $390,000 To be determined � $0 $5,000 The Mayor's 1998 Proposed Budget will provide for the financing needed to implement the snow operations plan recommended by the administration. Deta+ls wil! be provided in August. � June 25,1997 Page 8 q'� - � �o �- Financing Fund Balance and Retained Earnings The fund balance or retained earnings for the two key financing sources for winter street expenses should be managed to provide for the high demand years that periodicaily make higher than average demands on snow operations services. Winfer Street Maintenance - Public Works Rebuiid fund balance that shrunk in 1996 to approximately $1,800,000, which is slightiy hig than its average between 1991 and 1995 and assumes some increase in costs due to normal inflation of expenses. Retain yearend balances in winter street fund until goaf is reached. Make Engineering Fund repayments to winter street fund. lmpound Lot - Police Department Review retained earnings for appropriate goais, include maintenance and repair costs. Decemtier ]996 Fund Bafaiice ` .Sgss,as2 1887 Adopted Sudgef , 6F.Traosfer " . ' AnnuaE Approprration . " $a;2as,sas AdditionaC Removal Program SzSO,000 � _ Ofher Revenue '.� � _ � . � "' ` �SSa.as� -'Use of Fund Bafance , . . - (s3a,a�7 1997 Sfate Aid for Extraord�nary Cosfe_ gs92,so6 ;(Co'ntribution ta WSM Tvnd balance} 'k997 Budget Resolutson $39nAOa :�Based on Proposed lnitiafi'ves) ° : 499�,E�cpenditures through May t�z,000,000 Esfimated Expenditures through Dec (s�,9a2,TS2 .(Based on average year, plus inifiatives) �, Estimated December'k997 Ftind Bai St,o2s,zs7 iourid LofiFund-`�: [ mber 1996 ReYained Ea > st 3ss,:7oi fS37;oo� " gsas,so � $t.528,70 1997 Adopted Budget .'-.' 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'"r_a:..' �rs;_:'.�'� � , :Y . � R y � � � ::5.:3�.oC_:� ti __ ___ . " ._—=--- . _ _ e ' q.'1-1�c�-- interdepartmental Memorandum CTTY OF SAL�IT Pai3L TO: Joe Reid, Budget Director FROM: Deputy Chief Ted Brown °�'�" SUBJ: Snow Emergency Responses DATE: June 18, 1997 You asked for responses on two issues related to the current discussion and planning for the 1997-98 snow emergency season. Imoact of the reduction in the waitin�..period for disposin� of imoounded vehicles The recent change in the law ailowing the cities of Saint Paul and Minneapolis to dispose of vehicies in 15 days instead of 45 days will result in a measurable difference in the tumover of vehicles in our impound lot. The law states the vehicles are eli�ible for disposal or sale 15 days after notice is sent by certified mail to the re�istered owner. About 70% of the vehicles placed in our custody are retrieved by the owners within 3 days after bein� towed. Hence, as a practical matter we will send notice to the re�istered owner of unclaimed vehicles on the third day by way of certified mail. We cannot legally take action to dispose of or sell the vehicle for 15 days following the mailing of that notice. For the vehicles remainin� in our custody on the 18th day (about 30% of those towed) we will be�in to prepare them for our bi-weekly vehicle auction. Dependin� upon the date of the tow, we may auction a car as early as 20 days after impoundment or as long as 33 days pendin� the next auction date; provided we have had no contact with the re�istered owner or lien holder requestin� a delay in disposing of the vehicle. In the latter case, the law prevents any action on the vehicle for 45 days if we have written notice ihat the owner intends to claim the vehicle. In theory, the 15 day waitin� period should expedite the tumover of vehicles in the Impound Lot. Compared to the previous 45 day waitin� period we now anticipate seliin� or disposing of the vehicles in our custody in ahout 33 days versus a time frame of about 63 days under the old law. As a result, the pressure for expanding the Lot has been re(ieved but not eradicated. There is still a need for an overflow lot to accommodate vehicles towed durin� a snow emer�ency. �5 9.'1- ��o �— Snow emer�encv costa/revenues The Impound Lot at 680 Barge Channel Road has a capacity for about 750 vehicles. During 1997 we are projecting around 13,000 vehicles bein� processed through the facility. About 20% ofthe vehicles in the Lot at any one time (139 today) are on "police hold" while an investigation continues that somehow involves the vehicle. Our effective operatin� capacity is then about 611 vehicles. At a rate of over 35 incoming vehicles a day we are left with 10-12 cars a day or 300- 360 vehicles each month to dispose of at our bi-weekly auctions. Unfortunately, the actual rate of turnover doesn't progress as statistically smooth as might be portrayed in these fio res. So, we have been and will continue to be faced with acquiring a temporary au�ciliary lot for vehicles towed during snow emergencies. It appears that Public Works will be allowed some flexibility in declaring a snow emergency this year and will not be tied to the 4" snowfall minimum. This discretionary authority will undoubtedly increase the number of snow emergencies durin� the 1997-98 winter season. We project the Impound Lot will receive and process 3,360 cars towed for snow emergency violations during the coming winter; a 39% increase (1,322 more vehic(es) over last year. Based on the information just stated, I think we can project the following revenues for the 1997- 98 winter season. Estimated Snow Emer�encies 10 Average number of vehicles towed per snow emergency 336 Administrative fees paid (@ $20 per vehicle x 2,352 vehicles) $47,040 Auction 806 vehicles @$130 avera�e 104,780 Salvage 202 vehicles @$77 each 1>,554 Total Revenues $167,374 Auxiliarv Snow Lot After a lengthy search for an area to accommodate an auxiliary lot for snow emer'encies by Dave Nelson, City Real Estate Office, we agreed to lease 6.3 acres from the State Fair�rounds. While this location is not geo�raphically advanta�eous to our operations it is the least expensive space available and does meet the remainder of our needs. Estimated operations expenses for the auxiliary lot include provisions for settin� up a temporary office space for receivin� and releasing vehicles from this site. This �vill eliminate the expense and time consumin� task of providin� a shuttle service between the main lot and the auxiliary lot for citizens retrieving their vehicles. We will maintain service at the auxiliary lot for the duration of the snow emer�ency. Hirin� temporary Property Clerks wilt satisfy the needs for security and processin� of vehicles in a timely manner. f� ��_ ��cy Proiected Ex�Pnses for Auxiliary Snow Lot Lease 63 acres at Snelling and Como Avenues - Nov. l- April 30 Lease expense @ $300 per day Trailer (55'x12' Office) Rental* Portable Toilet Facilities (2@$65 pes month} Purchase security fencing (1450') Telephone installation - 3 lines Computer State Link hook-up @$40 per month Install dedicated telephone line Dedicated telephone Gne @$80 per month Cash register Utilities (heat and electric) Staffing (one 24 hour position for 180 days) Overtime expense ($4,Q00 x 10 snow emergencies) Auction overtime expense @$500 x 12 auctions Miscellaneous expenses $56,000 21,600 780 13,000 730 2,100 240 600 480 350 2,200 62,546 40,000 6,000 5,000 Total Estimated Expenses $211,676 * The trailer expenses might be different if we purchase a used trailer instead of leasin� one. The difference between the projected revenues and expenses is $44,302. We propose to narrow some of the difference by introducing a resolution to raise the administrative fees for processinJ vehicles at the Impound Lot from $20 to $29 in the near future. The administrative fee has remained constant for several years while our costs of doin� business have not. Salary increases, overhead expenses, and the increasing costs of mailin� certified letters to owners have raised the cost of doin� business. If the fee increase becomes effective before the comin� snow season we will recoup about $21,168 of the projected deficit. Some fine tunin� of this proposal can be accomplished prior to the first snow emergency, but these estimates appear to be close to actual costs of maintaining a remote impound facility during the 1997-98 winter season. cc: Chief Finney Amy Brown � �'