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Police Advisory Commission Agenda 07-20-2011AGENDA MONTICELLO POLICE ADVISORY COMMISSION Wednesday, July 20, 2011 7 p.m. Academy Room Monticello Community Center 1. Call to Order. 2. Approval of minutes of April 20, 2011 Police Advisory Commission meeting. 3. Consideration of adding items to the agenda. 4. Wright County Sheriffs Office updates / Q &A session. 5. Consideration of 2012 budget recommendations for Law Enforcement services. 6. Continuation of consideration of commemorating Dick Slais. 7. Consideration of changing the name of the Police Advisory Commission, 8. Update on Police Advisory Commission Mission Statement Exercise. 9. Discussion of added items. 10. Schedule next meeting (October 19, 2011 proposed). 11. Adjourn. MINUTES "' 4 MONTICELLO POLICE ADVISORY COMMISSION � "` Wednesday, April 20,2011 - 7 p.m., Academy Room Members Present: Brad Fyle, Brian Stumpf, Leila McCarty, Charles Fradella Members Absent: Jason Roubinek Ex- Officio Representatives: Sgt. Butch Darsow, Lt. Mike Even - Wright Co. Sheriffs Office Bruce Westby, City Engineer Others Present: None 1) Call to Order 2) 3) Brad Fyle called the meeting to order at 7:00 p.m. Approval of minutes of January 19, 2011 Police Advisory Commission meeting CHARLES FRADELLA MOVED TO APPROVE THE MINUTES OF THE JANUARY 19, 2011 POLICE ADVISORY COMMISSION MEETING. LEILA MCCARTY SECONDED THE MOTION. MOT10N CARRIED 3 -0. (Brian Stumpf abstained) Consideration of adding items to the agenda a) Brad Fyle — Discussion on changing the name of the Police Advisory Commission. 4) Wright County Sheriff's Office updates /O &A session Representatives from the Wright County Sheriffs Office provided general information on recent crime statistics, trends and other law enforcement issues affecting the City of Monticello. There have been few traffic complaints. There was some discussion about a speeding issue on the 600 -700 block of West River Street. Officers agreed that it would be useful to place a speed trailer at that location to see what the actual speeds are. Officers noted that crimes of opportunity such as theft from vehicles and house burglary's have been a problem. They suggested that regular articles in the quarterly City newsletter would assist with raising community awareness regarding crime prevention. It was suggested that Sgt. Brian Johnson may be able to provide a template crime prevention article. The Sheriffs Office has been dealing with numerous complaints of loud music from cars and loud exhaust pipes on motorcycles. The Sheriffs Office representatives noted that enforcing such noise violations can be difficult. The Sheriffs Office will review Police Advisory Commission Minutes: 04/20/11 the City's noise pollution ordinance to determine if there might be ways that they can more effectively enforce such violations. Brad Fyle mentioned that he thinks the Sheriff's Office has been doing a good job of making their presence known to the public and drivers, especially on CSAH 75. 5) Consideration of commemorating Dick Slais The Commission had agreed, in its January meeting, to consult with the Slais family prior to reaching a decision about how to honor Dick's years of service to the 6) community. The Commission had not yet heard back iff Capt. Dan Anselment about his contact with the Slais family. Brad Fyle suggested that it might be fitting to designate thespeed trailer in Dick's name as Dick had been passionate about the importance of utilizing the speed trailer to raise awareness of actual traveling speeds. He suggested that "ticker be affixed to the speed trailer to honor Dick's commitment to safety. The Commission; agreed that it would be away of actively bringing Dick's vision into the commumty Bruce Westby agreed to f6116- up`w th Capt. Anselment and work with the Commission to determine wording for the information on the sticker. BRIAN FRADELLA' meeting by email in an along. -Bruce Westby nc sure that this process of The u_• `- i. CHARLES 4 -0. that Coninissioirers submit comments and /or revisions to xsly drafted at the January Police Advisory Committee ove the mission statement development process 'er that he would do some further research to make information would not violate the open meeting law. Statement was continued to the next meeting. Commission members are asked to present any draft versions of the Mission Statement at that meeting for incorporation into a working version which will be reviewed and fine -tuned by the group into a final Mission Statement. 7) Update on new Monticello Transportation Advisory Committee Bruce Westby informed the group that a Transportation Advisory Committee (TAC) has been established to assist the City in defining transportation needs, lobbying support for transportation projects /studies, providing public education support, developing funding 8) 9) Police Advisory Commission Minutes: 04120/11 sources, and establishing transportation investment priorities. The TAC will meet every other month for the time being, but their meeting schedule will likely change over time. The TAC will soon be advertising to fill a position for resident at -large representation. Update on signing for local Sheriff's Office at Prairie Center building The Sheriff s Office asked for feedback on the sign design proposed for inclusion on the Prairie Center sign along 6th Street. The sign is to be 18- inches tall by 6 -feet long and reads "Wright County Sheriff Monticello Law Enforcement Services." It will be provided by the Sheriff's Office and erected by the City. -;The Police Advisory Commission members in attendance TH Mn/DOT will be completing an imps 11 /CR 14 in Sherburne County this Mississippi River Bridge. There was delays in Monticello. There W111 --be c 25 alerting drivers to the heavy mg Improvement projects that will be con the 2011 Street Reeonstruction Proieci involve reconstructmg alLpf East RiVc Medical Center, the side streets betwe from CSAH 75 the ball fields. This pedestrian crosswalk =irnorovel ents at the design. project at the interse_etion of TH 25 /CSAH mmediately on the north end of the TH 25 )n about the resulting afternoon traffic e message signs on the freeway and on TH this summer. throughout the City include will begin in late June. The project will between Cedar Street and the New River H 75 and the river, and West River Street will also include adding turn lanes and ;rsection of Walnut Street and 7th Street. The NE Quadrant Improvements at the intersection of TH 25 & CSAH 75 is expected to be completed by the end of May` The project includes relocating two signal system poles in the NE quadrants of the mt(A ecions of TH 25 /CSAH 75 and TH 25 /River Street. East River Street will have a cul de -sac constructed east of Cedar Street to separate traffic in the commercial and residential areas. 10) Update on Open Meeting Laws /Statutes Bruce Westby distributed three handouts as background information related to the Minnesota Open Meeting Law: Monticello's Police Advisory Commission ordinance, Chapter 13.1) of the state statute related to open meeting laws, and Chapter 7 from the League of MN Cities handbook related to open meetings. There was a brief discussion about how public bodies are allowed to communicate outside of meetings. Bruce Westby will seek further clarification on open meeting law questions regarding communicating by email, websites or other electronic means. Police Advisory Commission Minutes: 04/20/11 11) Discussion of added items a) Possible name change for Police Advisory Commission There was general consensus that it might be useful to consider changing the name of the Police Advisory Commission. This issue will be included on the next agenda. 12) Schedule next meeting The next regular Police Advisory Commission meeting was scheduled for Wednesday, July 20, 2011 at 7 p.m. 13) Adjournment BRAD FYLE MOVED TO ADJOURN �_ -T i PM. Cl SECONDED THE MOTION. MOTION, CARRIED 4 -0. 1, Police Advisory Commission Agenda: 7/20/11 4. Wright County Sheriff's Office updates / O &A session. A. REFERENCE AND BACKGROUND: Representatives from the Wright County Sheriff's Office will update the Police Advisory Commission on recent crime statistics, trends and other law enforcement issues affecting the City of Monticello, and will respond to questions and/or concerns from the Police Advisory Commission and others in attendance. B. SUPPORTING DATA: None. Police Advisory Commission Agenda: 7/20/11 5. Consideration of 2012 budget recommendations for Law Enforcement services. (BW) A. REFERENCE AND BACKGROUND: The City is currently preparing the budget for fiscal year 2012. Law enforcement is one of the larger line items in the City's budget. This service is contracted through the Wright County Sheriff s Office. Contract terns are for 2- years, and the current contract runs through December 31, 2011. In fiscal year 2011, the City budgeted $1,119,820 for law enforcement services, which was based on 18,980 hours, or 52 hours per day, at a rate of $59.00 per hour. This includes 24- hour call and general service. If the draft 2012/2013 Law Enforcement Contract, which is attached as supporting data, were to be approved as is, the City would need to budget $1,134,055 in 2012, and $1,148,290 in 2013, for our law enforcement services. To assist the City Council in approving the law enforcement budget for 2012, the Police Advisory Commission is asked to provide a recommendation for the number of contract hours to be provided by the Sheriff s Office in 2012. The Sheriffs Office recently indicated that their current number of contract hours will be adequate for 2012, and that most other cities in Wright County are not reducing their number of contract hours for 2012. Due to the current economy, the City Council has requested staff to explore all means possible to reduce our budget for 2012. The Commission is therefore being asked to review the current number of contract hours allocated for law enforcement services, and to discuss the potential for reducing the number of contract hours for 2012. Also, if the Commission has any ideas on service areas that could be reduced to allow for a reduction in contract hours for 2012 staff would appreciate knowing those ideas as well. If a reduction in hours is recommended, what would the Commission recommend the number of hours be reduced to? Contract hours can only be reduced in 4 -hour increments. Sheriff Hagerty is planning to attend to provide feedback to the Commission members on any items of discussion, including potential reductions in hours or service areas, since such reductions could cause the Sheriff s Office to have a hard time providing the level of service desired by the City. B. ALTERNATIVE ACTIONS: 1. Motion recommending that the City Council maintain our current law enforcement service contract hours for 2012 at 52 hours per day. 2. Motion recommending that the City Council decrease our current law enforcement service contract hours for 2012 to hours per day. C. SUPPORTING DATA: Draft 2012/2013 Law Enforcement Contract LAW ENFORCEMENT CONTRACT ®RAPT THIS AGREEMENT, made and entered into this day of 2011, by and between the COUNTY OF WRIGHT and the WRIGHT COUNTY SHERIFF, hereinafter referred to as "County" and the CITY OF MONTICELLO hereinafter referred to as the "Municipality "; WITNESSETH: WHEREAS, the Municipality is desirous of entering into a contract with the County for theperformance of the hereinafter described law enforcement protection within the corporate limits of said municipality through the County Sheriff; and WHEREAS, the County is agreeable to rendering such services, and protection on the terms and conditions hereinafter set forth; and WHEREAS, such contracts are authorized and provided for by the provision of Minnesota Statutes 471.59 and Mimnesota Statutes 436.05; NOW THEREFORE, pursuant to the terms of the aforesaid statutes, and in consideration of the mutual covenants herein contained, it is agreed as follows: That the County by way of the Sheriff agrees to provide police protection within the corporate limits of the Municipality to the extent and in the manner as hereinafter set forth: a. Except as otherwise hereinafter specifically set forth, such services shall encompass only duties and functions of the type coming within the jurisdiction of the Wright County Sheriff pursuant to Minnesota Laws and Statutes, b. Except as otherwise hereinafter provided for, the standard level of service provided shall be the same basic level of service which is provided for the unincorporated areas of the County of Wright, State of Minnesota. C. The rendition of services, the standard of performance, the discipline of the officers, and other matters incident to the performance of such services and control of persortneI so employed shall remain in and under the control of the Sheriff. r d. Services purchased pursuant to this contract shall include the enforcement of Minnesota State Statutes, including but not Ihnited to the Traffic Code and the Criminal Code, as well as all local ordinances enacted in conformance therewith. Statutes and ordinances which prescribe enforcement by a different authority; i.e., the State Electrical Code, the Uniform Building Code, etc., shall be. excluded from this agreement. Ordinances pertaining exclusively to purely local city management matters; i.e., sewer and water collection, etc., shall be excluded from this agreement, The Municipality shall be responsible for enforcement of the Municipal Zoning Code, except that the Sheriff will enforce nuisance ordinances conforming to State law; i.e., junk cars, etc, and traffic ordinances; i.e., parking and erratic driving, 2. That it is agreed that the Sheriff shall have full cooperation and assistance fiom the Municipality, its officers, agents and employees so as to facilitate the performance of this agreement. In order to facilitate a local presence of Sheriff's Deputies, the Municipality shall, if requested bythe Sheriff, provide a secure office for the Sheriff's Deputies having adequate space for two desks with chairs, limited public visibility, a local telephone line and an internet connection. The Municipality shall allow a sign indicating the location of its Sheriff's substation with appropriate telephone numbers to be, displayed on the exterior of the building. That the County shall finmish and supply all necessary labor, supervision, equipment, communication facilities for dispatching, cost of jail detention, and all supplies necessary to maintain the level of service to be rendered herein. 4. The Municipality shall not be liable for the direct payment of any salaries, wages, or other compensation to any personnel performing services herein for said County. 5. The Municipality shall not be liable for compensation or indemnity to any of the Sheriff's employees for injuries or sickness arising out of its employment, and the County hereby agrees to hold harmless the Municipality against any such claims. 6. The County, Sheriff, his officers, and employees shall not be deemed to assume any liability for intentional or negligent acts of said Municipality or any officer, agent, or employee thereof. This agreement shall be effective from January t, 2012 to December 31, 2013. M 8, The Municipality agrees to pay to the County the sum of $59.75 per hour for law enforcement protection during the calendar year 2012 and $60,50 per hour during the calendar year 2013. If salaries ofDeputy Sheriffs are increased at any time during the term of this contract, the hourly rate of this contract shall not be increased. 91 This contract shall be extended automatically for successive one year periods at a rate to be established by the County, unless the County or Municipality shall notify the other of termination, in writing, prior to August 15 of each year. 10. The number of hours of service to be provided pursuant to this contract are as follows; 52 hours per day; 18,980 annually and shall provide 24 -hour call and general service, The Municipality shall notify the County in writing prior to August 15 regarding any change in the number of hours for the subsequent year, 11. The County shall provide for all costs and prosecution efforts with respect to violations charged by the Sheriff in the performance of this agreement. All fines arising from such prosecutions shall accrue to the County. Violations of municipal ordinances excluded from enforcementby this agreement shall be prosecuted by the Municipality at its expense. All fines arising from city prosecutions shall aoctue'to the Municipality unless otherwise provided by law. 12. Pursuant to law, the County Auditor/Treasurer shall remit to the Municipality its share of all fines collected. The Municipality shall return to the County within 30 days all fine money attributable to prosecutions initiated by the Sheriff in accord with Paragraph 11 of this contract. The Municipality shall keep and retain any fine money submitted by the Auditor /Treasurer attributable to prosecutions initiated by the Municipality. 13. For the purpose of maintaining cooperation, local control and general information on existing complaints rind problems in said Municipality, one member of the Municipal Council, the Mayor or otherperson or persons shall be appointed by said Council to act as police commissioner(s) for said Municipality and shall make periodic contacts with and attend meetings with the Sheriff or his office in relation to the contract herein. 1 4. The County shall save, hold harmless and defend the City from any and all claims arising from the acts or omissions, including intentional acts and negligence, committed by employees or agents of the County or Sheriff while in the performance of duties in furtherance of this contract. IN WITNESS WHEREOF, The Municipality, by resolution duly adopted by it governing body, caused this agreement to be signed by its Mayor and attested by its Clerk; and the County of Wright, by the County Board of Commissioners, has caused this agreement to be signed by the Chairman and Cleric of said Board, and by the Wright County Sheriff, effective on the day and year first above written. CITY OF MONTICELLO Dated: Mayor ATTEST: Clerk WRIGHT COUNTY Dated: Jack Russek, Wright County Board Chair ATTEST: Richard W. Norman County Coordinator Dated: Joe Hagerty Wright County Sheriff Approved as to form and execution: Tom Kelly, Wright County Attorney Police Advisory Commission Agenda: 7/20/11 G. Continuation of consideration of commemorating Dick Slais. A. REFERENCE AND BACKGROUND: This agenda item is a continuation of discussions that occurred at the January 19, 2011 and the April 20, 2011 Police Advisory Commission meetings regarding commemorating Dick Slais' ten years of service to the Police Advisory Commission and the City of Monticello. On January 19, 2011, Chuck Fradella recommended that a commemorative plaque be presented as a gift to his family or displayed in a public place. Several of the Commissioners noted that Dick had recently received a plaque upon his retirement from the Commission for his ten years of service. At that time it was discussed that Dick's family should be contacted to make sure they would be supportive of the Commission publicly commemorating Dick's service. On April 20, 2011, Brad Fyle suggested that the Commission develop a decal that could then be affixed to the City's speed trailer since Dick was so passionate about purchasing and utilizing the speed trailer to raise public awareness of speeding. However, since nobody knew if the Slais family had been contacted yet it was decided to table this item until tonight's meeting. Captain Dan Anselment has contacted the family and was informed that they would support the placement of a decal on the speed trailer to honor Dick. B. ALTERNATIVE ACTIONS: 1. Motion to commemorate Dick Slais by affixing a decal with the wording on the City's speed trailer. 2. Motion of other. C. SUPPORTING DATA: None Police Advisory Commission Agenda: 7/20/11 7. Consideration of changing the name of the Police Advisory Commission. A. REFERENCE AND BACKGROUND: At the April 20, 2011 Police Advisory Commission meeting, Brad Fyle asked the other Commissioners if they felt that a name change for this commission would be appropriate given the fact that the City does not have an actual Police force, but rather contract our law enforcement services out through the Wright County Sheriff's Office. The Commissioners in attendance agreed that this should be discussed in more detail at tonight's meeting. Should the naive of this Commission be changed it require the Police Advisory Commission ordinance to be revised and re- adopted by the City Council. The revised ordinance would then need to be published in the Monticello Times at a cost of between $200 and $400, depending on the number of lines required for publication. In addition, the City's web site would need to be updated in numerous places. B. SUPPORTING DATA: None Police Advisory Commission Agenda: 7/20/11 8. Update on Police Advisory Commission Mission Statement exercise. A. REFERENCE AND BACKGROUND: As has been discussed previously, Mission Statements are beneficial in helping others understand the purpose, goals, values or missions of companies, departments, groups, or in our case, the Monticello Police Advisory Commission. Mission Statements also provide an insight as to how groups plan on achieving their goals. On October 20, 2010, Leila McCarty led the Police Advisory Commission through the first 4 steps of a 5 step process for developing a Mission Statement. The first four steps included: • Step 1: Identifying Our Customers • Step 2: Identifying Shared Purpose and Values • Step 3: Ranking by Consensus • Step 4: Purpose /Values into Action Statements (Partner Exercise) On January 19, 2011, Leila McCarty attempted to lead the group through step 5, which is to refine the draft Mission Statements into a final Mission Statement. However, with Brian Stumpf being absent the group was hesitant to adopt a Mission Statement so it was decided to complete step 5 at the next meeting when all of the Commissioners were present. On April 20, 2011, Jason Roubinek was not in attendance so it was again decided to table this item until the next meeting of the Police Advisory Commission on July 20, 2011 so all members had a chance for input on the adoption of the Mission Statement. Leila McCarty will not be able to attend the July 20`" meeting so based on previous decisions by the Commission it is recommended to wait until the meeting in October to review the draft Mission Statements and refine them into a final Mission Statement. Once the Commission adopts a Mission Statement it will be published on the Police Advisory Commission web page, similar to what several other Commissions and Committees have previously done. B. SUPPORTING DATA: None