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Police Advisory Commission Agenda 10-20-2010AGENDA MONTICELLO POLICE ADVISORY COMMISSION Wednesday, October 20, 2010 7 p.m. Academy Room Monticello Community Center 1. Call to Order. 2. Approval of minutes of July 21, 2010 Police Advisory Commission meeting. 3. Consideration of adding items to the agenda. 4. Wright County Sheriff s Office updates / Q&A session. 5. Consideration of developing a Mission Statement for the Police Advisory Commission. 6. Consideration of reappointing Police Advisory Commission members with terms expiring in 2010. 7. Consideration of approving nominations for Outstanding Citizen Recognition Awards. 8. Update on 2011 Law Enforcement budget. 9. Discussion of added items. 10. Schedule next meeting (Wednesday, January 19, 2011 @ 7 PM is proposed) 11. Adjourn. Police Advisory Commission Minutes: 7/21/10 MINUTES MONTICELLO POLICE ADVISORY COMMISSION Wednesday, July 21, 2010 - 7 p.m., Academy Room Monticello Community Center Members Present: Brad Fyle, Brian Stumpf, and Jason Roubinek Members Absent: Leila McCarty Ex -Officio Representatives: Lt. Dan Anselment - Wright County Sheriff's Office Bruce Westby, City Engineer Others Present: Sergeant Butch Darsow — Wright County Sheriff's Office Nathan Miller, Wright County Court Services, Probation Officer 1. Call to Order Commissioner Fyle called the meeting to order at 6:55 pm. It was noted that a quorum was present. He indicated that he might have to leave the meeting early and the Commission agreed to first consider the agenda items related to the vacant position appointment and Wright County Sheriff's Office budget recommendations to accommodate his schedule. 2. Approval of minutes of April 21, 2010 regular Police Advisory Commission meeting. COMMISSIONER STUMPF MOTIONED TO APPROVE THE MINUTES OF THE APRIL 21, 2010 REGULAR POLICE ADVISORY COMMISSION MEETING AS WRITTEN. COMMISSIONER ROUBINEK SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY (3-0). 3. Consideration of adding items to the agenda. There were no added items. (Items # 5 and 6 were presented before agenda item #4 so that Commissioner Tyle could participate in the discussion of these items in case he had to leave the meeting early.) 5. Consideration of recommending appointment of Charles Fradella to the Police Advisory Commission. Mr. Westby indicated that he'd posted the Police Advisory Commission position for two weeks on the City's website as well as on the Community Center bulletin board and had no responses. He had also contacted three prior applicants and found that only one of the applicants, Charles Fradella, was still interested in the appointment. As this applicant had Police Advisory Commission Minutes: 7/21/10 been interviewed in the past, the Commission agreed that it was unnecessary to re- interview him. COMMISSIONER ROUBINEK MADE A MOTION TO APPOINT CHARLES FRADELLA TO THE VACANT POLICE ADVISORY COMMISSION POSITION. COMMISSIONER STUMPF SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY (3-0). Mr. Westby noted that this appointment would likely be presented to the City Council for approval on August 9th. Commissioner Stumpf asked if Leila McCarty had indicated interest in continuing to participate in the commission as she had missed the last two meetings now. Mr. Westby had spoken to Commissioner McCarty before the meeting and learned that last minute work travel plans had prevented her attendance in both instances and that she does not believe she will miss many more, if any, future meetings due to work travel demands. Mr. Westby agreed to check back in with her prior to the next meeting to make sure her absences would not be an on-going issue. 6. Consideration of 2011 budget recommendations for Wright Countv Sheriffs Office. Mr. Westby asked the Commission to discuss the potential for reducing the number of law enforcement hours the Sheriff's Office would provide under contract to the City without negatively impacting the current level of service. Commissioner Fyle recommended reducing the number of law enforcement hours in 2011 by 5% and suggested that the Sheriff's Office figure out how to structure such a reduction in service. Commissioner Stumpf disagreed and stated that law enforcement hours shouldn't be cut due to the potential to reduce public safety. Lt. Anselment shared some information and presented law enforcement's perspective on this issue. Lt. Anselment noted that the overall number of calls for service had decreased in the past couple of years, but that it wouldn't be a good idea to make budget cuts based on short term data. Commissioner Stumpf stated that there is still much enforcement to be done and that the visibility of Sheriff's Deputies in the community is important. Lt. Anselment pointed out that the current level of 52 hours per day seems to adequately address the law enforcement coverage needs in Monticello. There was discussion about how it would be difficult to reduce scheduled hours by a percentage since the contract deals with minimal increments of 4 -hour blocks. Lt. Anselment also noted that most other cities in Wright County were not planning to reduce their number of contract hours. He noted that Monticello is at 13.8 % of their levy for law enforcement services, while nearby communities with private Police Departments are at significantly higher percentages. Annandale is at 46%, Howard Lake is at 48%, and Big Lake (Sherburne County) is between 40-50% of their levy. The statewide average is 44.92% of the levy. Police Advisory Commission Minutes: 7/21/10 Lt. Anselment noted that the average cost per citizen for law enforcement in Monticello is $33 per year. Commissioner Roubinek asked about the $1.50 pay increase included in the contract. Lt. Anselment stated that the rate was set last year in a 2 -year contract and would be negotiable through the County. Discussion focused on how it would be more responsible in times like these to maintain the current level of service at a lesser rate of pay than to take a pay increase and allow the level of service to potentially deteriorate. After further consideration, Commissioner Fyle agreed that it might be best to maintain the level of service hours for 2011. Mr. West stated that changes to the contract hours or rates need to be requested by August 15t per the contract. Lt. Anselment agreed to find out how to go about renegotiating the contract and report back to Mr. Westby, but he thought that the County was usually pretty flexible when considering such requests, even when submitted after the due date. COMMISSIONER ROUBINEK MADE A MOTION TO RECOMMEND THAT THE CITY MAINTAIN THE CURRENT NUMBER OF LAW ENFORCEMENT SERVICE HOURS FOR 2011 AND TO RENEGOTIATE THE CONTRACT TO REFLECT THE 2010 RATE OF $57.50 WITH NO INCREASE FOR 2011. COMMISSIONER FYLE SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY (3-0). (After this agenda item, Commissioner Fyle left and Commissioner Stumpf chaired the rest of the meeting. He first welcomed a visitor to the meeting. Nathan Miller introduced himself and stated that he is a County Probation Officer working with juveniles. The meeting continued with agenda item 4.) 4. Wright County Sheriffs Office updates/O&A Session. Lt. Anselment noted that it has been a fairly quiet summer despite the various juvenile crimes of opportunity such as playground equipment damage at Eastview Elementary and the small fire at the Magic Kingdom. The Sheriff's Office shifted some afternoon contract time to overnight undercover surveillance to obtain evidence about auto break- ins. They'd developed a pin map to identify the areas hit hardest by these crimes. Commissioner Stumpf pointed out that having the flexibility to try varied enforcement methods is the very reason that it is important not to cut their hours. Sheriff's Deputies have also been writing curfew citations in an effort to educate both the younger drivers and their parents. Lt. Anselment noted that the City Council's concerns regarding excessive noise from vehicles due to stereos, exhaust systems and jake-braking had been passed along to the State Patrol. 3 Police Advisory Commission Minutes: 7/21/10 Lt. Anselment noted that there had been a concern about speeding along Broadway. He indicated that Public Works placed the speed trailer on Broadway in various areas in both directions of travel and determined that the majority of vehicles were maintaining an appropriate speed averaging 28 — 30 mph. Of the 183 vehicles that were monitored, only three were traveling at speeds in excess of 40 mph. These violators were issued tickets. Lt. Anselment also noted they did not observe any drivers ignoring STOP signs. NO FORMAL ACTION REQUIRED/TAKEN. 7. Update on Sheriffs Deputies office relocation. Lt. Anselment reported that the Sheriff's Deputies are quite pleased with the move to the Prairie Center building. He noted that the City had provided the paint and that the deputies painted the office space. He stated that their staff continues to work on obtaining signage and that they plan to use a graphic similar to those used on the squad cars. He indicated that there is a private room for conducting interviews, as well as additional space to address other administrative needs. He pointed out that the office is not staffed 24 hours and that all emergencies should continue to be routed through 911. Commissioner Stumpf asked if the probation officer using the fire station for meetings with clients is aware of the option to conduct business instead at the new Sheriff s Office space. Lt. Anselment agreed to offer this option to Tom or Margaret. Mr. Westby confirmed that the Sheriff's Office had received the requested mapping from the Engineering Department on which to note recent incidents such as thefts and property damage. NO FORMAL ACTION REQUIRED/TAKEN. 8. Update on TH 25 Emergencv Vehicle Preemption systems. Lt. Anselment indicated that the Emergency Vehicle Preemption System (EVP) upgrades would not, unfortunately, be included in the Sheriff s Office budget for 2011 due to continuing tight budget concerns. He noted that such computer upgrades would cost between $8,000 and $9,000 dollars per squad car and suggested that, at this point, their deputies would just have to continue to slow down at signalized intersections to avoid an accident or speed up when following an ambulance or fire truck through an intersection. One option mentioned briefly was to consider equipping all new squad cars with Opticon systems as vehicles are purchased, which typically totals 16 — 17 vehicles per year. The goal is to eventually equip all 65 of their squad cars with such systems. Mr. Westby reported that Mn/DOT will be installing EVP systems on all signal systems on TH 25 through Monticello with their TH 25 pavement preservation project this fall. He also noted that Fire Chief Steve Joerg told him that all the Fire Department's vehicles are already equipped with EVP sensors so they won't need to budget for upgrades. n Police Advisory Commission Minutes: 7/21/10 9. Discussion of added items. No items were added. Lt. Anselment noted his appreciation for the assistance received by Randy Haberman in working with the young adults who are serving community service, and for the work that Tom Moores does during RiverFest. 10. Schedule next meetinLy. The next replar Police Advisory Commission meeting was scheduled for Wednesday, October 20t @ 7 PM. 11. Adiourn. MOTION WAS MADE TO ADJOURN BY COMMISSIONER STUMPF. MOTION WAS SECONDED BY COMMISSIONER ROUBINEK. MOTION WAS APPROVED UNANIMOUSLY (2-0) AT 7:30 PM. Bruce Westby, City Engineer Police Advisory Commission Agenda: 10/20/10 4. Wright Countv Sheriffs Office updates/ Q&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: 10/20/10 5. Consideration of developing a Mission Statement for the Police Advisory Commission. A. REFERENCE AND BACKGROUND: This item was last discussed during the July 22, 2008 Police Advisory Commission meeting. At that time the Commission agreed that a Mission Statement could prove beneficial in letting the public better understand the charge of this Commission, but that more time would needed to consider all the information previously discussed. Commissioner Tom Perrault also said that he thought the Commission had approved the Mission Statement he had developed and read aloud at the previous meeting, even though the minutes did not reflect this. As such, this item was tabled to allow all of the Commissioner's additional time to consider what they wanted to see in a Mission Statement, and to allow Commissioner Perrault time to find the statement he had read at the previous meeting. As has been previously stated, Mission Statements are often used to help define the goals, missions and/or values of Departments, Groups and Commissions, as well as how they plan on achieving those goals. The Police Advisory Commission is therefore being asked to develop a Mission Statement to convey these elements to others. If the Commission adopts a Mission Statement, it will be published on the Commission's web page. It should be noted that several other Commissions and Committees have previously adopted their own Mission Statements, which are included on their web pages. Commissioner McCarty has previous experience in developing Mission Statements and has therefore agreed to direct the process to be used in developing a Mission Statement for the Police Advisory Commission. She proposes to use a two-pronged approach as follows. During tonight's meeting, small groups will be formed for the purpose of brainstorming ideas for individual goals, missions or values that should be included in the statement. Next, these ideas will be shared with the large group for discussion to determine which goals, missions and/or values should be incorporated into the Mission Statement. In January, the Commission will then decide on those goals, values or missions that are shared by everyone, which will then be used to craft a Mission Statement for adoption. With this approach no action is required tonight since adoption of the statement would occur in January. B. SUPPORTING DATA: Mission Statement examples Calgary Police Commission Mission Statement: To provide independent civilian oversight and governance of the Calgary Police Service to ensure a safe community. The Ontario Civilian Commission on Police Services Mission Statement The Ontario Civilian Commission on Police Services is an independent oversight agency committed to serving the public by ensuring that adequate and effective policing services are provided to the community in a fair and accountable manner. New Paltz Police Commission Mission Statement It is the Mission of the New Paltz Police Commission to insure that the Police Department provides without any prejudice, adequate protection, guidance and security at a reasonable cost to the citizens of the community. (8/15/02) The Medicine Hat Police Commission Mission Statement (Alberta, Canada) "The Medicine Hat Police Commission provides overall direction through support and guidance to the Chief of Police, ensuring a safe and secure community." Edmonton Police Commission Mission Statement (Edmonton, Canada) The Edmonton Police Commission is committed to working with the citizens of Edmonton and the Edmonton Police Service to provide the community with a safe environment. The City of Zion Citizens Law Enforcement Advisory Commission (CLEAC) Mission Statement The mission of the Citizens Law Enforcement Advisory Commission is: To serve as a vehicle of communications between the community and the Chief of Police; and to act as a cross- sectional voice of the citizens and to provide general direction to the Police Department. City of Spokane Police Advisory Committee (Spokane, WA) Mission Statement: To act as an Advisory Board representing various community client groups to the office of the Chief of Police. To function as a sounding board for the Chief of Police regarding community needs and concerns, as well as community response to proposed police programs and procedures. The only term limits are for the Chair and Vice Chair who can each serve only two consecutive annual terms. City of Monticello Parks Commission "To enhance community pride through developing and maintaining City parks with a high standard of quality." Police Advisory Commission Agenda: 10/20/10 6. Consideration of reappointing Police Advisory Commission members with terms expiring in 2010. (BW) A. REFERENCE AND BACKGROUND: The City Council will be considering the ratification of all Commission and Committee appointees during their first regular City Council meeting of 2011. As such, Commissioners and Committee members with terms expiring in 2010 are requested to make their intentions known as to whether they would like to be reappointed for another term in their current position, or whether they intend to resign their position at the end of their term. In the event they plan on resigning, City staff will begin the process of soliciting new candidates to fill the seats that will be vacated. The current 3 -year term of Commissioner Fyle expires December 31, 2010. Commissioner Fyle is therefore being asked to make his intention known as to whether he wishes to be reappointed to another 3 -year term, or whether he wishes to resign his position on the Police Advisory Commission. B. ALTERNATIVE ACTIONS: 1. Motion to City Council recommending the reappointment of Commissioner Brad Fyle to the Monticello Police Advisory Commission, with a new term expiration date of December 31, 2013. 2. Motion to City Council recommending the acceptance of the resignation of Commissioner Brad Fyle, effective December 31, 2010. C. SUPPORTING DATA: City of Monticello Police Advisory Commission ordinance (Title 2, Chapter 7) CHAPTER 7 POLICE ADVISORY COMMISSION SECTION: 2-7-1: Establishment of Advisory Commission 2-7-2: Membership 2-7-3: Term of Office 2-7-4: Vacancies 2-7-5: Legal Advisory 2-7-6: Rules 2-7-7: Officers 2-7-8: Duties and Functions 2-7-9: Meetings 2-7-10: Compensation 2-7-11: Amendments 2-7-1: ESTABLISHMENT OF ADVISORY COMMISSION: A Police Advisory Commission is hereby established to advise the City Council on police and public safety matters. 2-7-2: MEMBERSHIP: (A) Composition - The Commission shall consist of four general members and two member of the City Council. One representative of the City Council shall be a full voting member of the Commission and the other Council representative shall act as Council Liaison to the Police Commission. (#493, 2/9/09) (B) General Members - All general members shall be appointed by the Council. Any vacancy in a general membership shall be filled for the unexpired term by the Council. A general member of the Police Commission shall be any adult resident of the city. (C) Council Representative - The Council representatives shall be appointed by the Mayor with ratification by the City Council. (D) Ex -Officio Representatives - Staff members of the Police Advisory Commission may include the City Administrator, City Engineer, Public Works Director, or other City personnel as requested by the commission. The Wright County Sheriff or department representative(s) may also be requested to participate in commission meetings as necessary. Ex -officio representatives shall not be eligible to vote on commission activities. (#493, 2/9/09) TITLE II/Chpt 7/Page 1 2-7-3: TERMS: Appointment to the Commission shall be made at the first regular January meeting of the City Council or more often if required. General members shall be appointed for three-year terms beginning January 1 and ending December 31 of the third year following (and until a successor is appointed and qualified), except that of the general members initially appointed by the Council, one shall serve for a term of one year, one for a term of two years, and two for terms of three years. General members appointed after the initial Commission shall be appointed for a three-year term. 2-7-4: VACANCIES: In the case of a vacancy during the term of office of any general member of the Commission, the Council shall appoint a new member to serve the remainder of the term. A vacancy shall exist if any one of the following occurs: disability, residence outside of the city, resignation, or removal by a majority vote of the Council. (#493, 2/9/09) 2-7-5: LEGAL ADVISOR: The City Attorney shall serve as legal advisor to the Commission. 2-7-6: RULES: The Commission may adopt rules and regulations for its own proceedings and shall meet at regular intervals, the time and place to be established by rule adopted from time to time. All meetings of the Commission shall be open to the public except for those of disciplinary matters. 2-7-7: OFFICERS: The Commission shall elect from among its members a chairman, vice chairman, and a secretary. (A) Duties of Chair - The chair shall preside at all meetings of the Police Commission and shall have the duties normally conferred and parliamentary usage of such officers. (B) Duties of Vice Chair - The vice chair shall act for the chair in his absence. (C) Duties of Secretary - A secretary may be appointed who is not a member of the Police Commission but can be employed as a member of City staff. The secretary shall keep the minutes and records of the commission; and with the assistance of staff as is available shall prepare the agenda of the regular and special meetings for commission members, arrange proper and legal notice of hearings when necessary, attend to correspondence of the commission, and other duties as are normally carried out by a secretary. 2-7-8: DUTIES AND FUNCTIONS: The duties and functions of the Commission shall be as follows: (A) to assist the Council in planning and research in the area of police matters, including budget, hours of coverage, intergovernmental cooperation, and public information programs; MONTICELLO CITY ORDINANCE TITLE II/Chpt 7/Page 2 (B) to develop a citizen complaint procedure on matters of public safety and general police work; (C) promote public interest in and an understanding of the police department and police work; (D) to cooperate with all community groups and civic organizations within the city and furnish them such aid and advice in matters of public safety as deemed appropriate within the means provided by appropriations made by the Council; (E) to confer with and advise the Council on all matters concerning public safety within the city; (F) to take under advisement, study, hold hearings, and make their written recommendations to the Council on all matters of public safety referred to them or initiated by majority vote of the Commission; (G) to serve as a forum for the citizens of Monticello to voice their opinions regarding community safety activities and functions; (H) to encourage coordination with other communities and agencies to the extent appropriate in matters pertinent to the community safety function. 2-7-9: MEETINGS: The Police Advisory Commission shall hold quarterly meetings. Special meetings may be scheduled by the chairman as needed. All meetings shall be open to the general public. 2-7-10: COMPENSATION: Members of the Commission shall serve without compensation. 2-7-11: AMENDMENTS: This ordinance maybe amended as recommended by the majority vote of the existing membership of the Police Commission and only after a majority vote of the City Council. (#218, 1/13/92) MONTICELLO CITY ORDINANCE TITLE II/Chpt 7/Page 3 Police Advisory Commission Agenda: 10/20/10 7. Consideration of approving nominations for Outstanding Citizen Recognition Awards. (BW) A. REFERENCE AND BACKGROUND: At the Police Advisory Commission meeting on April 21, 2010, Commissioner Fyle, who is also a local fire fighter, stated there was a recent incident where a car drove off County Road 39 and into the Mississippi River. A passerby waded about 30 feet into the river to help rescue the driver and get her safely back to shore. Commissioner Fyle felt this person should be nominated for the OCRA award since he understood that the driver of the vehicle that went into the river and the rescuer were both residents of Monticello. I have not been able to identify this person by name yet, but I am still looking. A second candidate has also been mentioned as a candidate for nomination. On August 7th, Kyle Oen, a Monticello resident, was jogging in the Groveland Addition when he noticed the deck of the house at 10098 Park Place Drive was on fire. He pounded on the front door and rang the doorbell but nobody answered so he ran next door and asked them to call 911. He then ran back to the house, turned their garden hose on, and hosed down the burning deck and siding until the Fire Department arrived. When the Fire Department arrived the flames were out and the wood was just smoldering but they extinguished any remaining hot areas. See Monticello Times article in supporting data. The Commission is being asked to formally recommend nominating one or both of these individuals for the Outstanding Citizen Recognition Award, which would be presented to them at the November 8th City Council meeting. The award consists of a framed certificate signed by the Mayor, the Wright County Sheriff and the Police Advisory Commission chairman. B. ALTERNATIVE ACTIONS: 1. Motion to City Council recommending the nominations of and Kyle Oen for receiving Outstanding Citizen Recognition Awards at the November 8, 2010 City Council meeting. 2. Motion to City Council recommending the nomination of for receiving an Outstanding Citizen Recognition Award at the November 8, 2010 City Council meeting. 3. Motion of other. C. SUPPORTING DATA: Monticello Time article re: Kyle Oen Outstanding Citizen Recognition Award Nomination form �i Y s L .r CZ ---1 7:5 c5 'z3 t— bA 4-j -+� bA I L3 U cz O 0,0 U 'C c� cn 0 c r'� w a, OU cn a> ,+ O �p �U 4-a CD ~r, CS i-+ � •� � �, U >, v + O `+ O O cin U } + 4- cn p . -". U � r} + O O O O J �, ,r, O ,rr U. 0 cn p cn U ^� O +'IJ) 4-•r "— U Ste+ bA C. cn "" a) cn O Cavil 4i r U bA O U 4- C)V a) u y-, O O *' U - Or a) + a) rc� S -r Q) U ~ a) cz +� O .x .r, Z� ca p �" `+ �CZ cn p U O O �, 3 O . �-, cz +-1 (D cn cz � N p O ;� U O�� , i U c > Or p � �' U•, c��� Gil Or" -' �+"r:K �� . U c' '-r p O O �bA 'rc� a) +� cn w �, �' c-, 4� -q U O F r bio'Cf +-+ W O w U U a) , r o .-. 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Update on 2011 Law Enforcement budget., (BW) A. REFERENCE AND BACKGROUND: On September 13th the City Council approved a preliminary property tax levy in the amount of $7,677,309 for 2011. This amount is only $29,037 above the 2010 levy, and will require additional cuts in the budget. Since law enforcement is one of the larger budget items, City staff will again be considering cutting hours for law enforcement in 2011. It should be noted that our current contract with the Wright County Sheriff's Office has a 2 -year term that runs through 2011, so in order to cut hours the Wright County Board of Commissioners would have to approve the reduction. While this has been done before, it is by no means a foregone conclusion that it would be allowed in this case. The law enforcement budget for 2010 is $1,091,350 which is based on 18,980 hours of law enforcement service, or 52 hours per day, at a rate of $57.50 per hour. This includes 24-hour call and general service. In 2011 the contract amount jumps to $1,119,820, an increase of $28,470. If staff were to propose an hourly reduction for law enforcement services to prevent increasing the budget for this item it would therefore be in the amount of 482.5 hours per year, or about 9.3 hours per week. This would reduce the total number of hours of service required per day to about 42.7. As has been discussed before, the number of service calls has been declining since 2008 so one could argue that that there is an opportunity to reduce the number of hours budgeted for law enforcement without negatively impacting our current level of service. The current level of calls for service shows activity that is roughly equal to the activity seen in 2007 when the number of hours contracted for amounted to 48 hours per day. B. SUPPORTING DATA: None.