HomeMy WebLinkAbout2013-03-06 PACKET 09.A.REQUEST OF CITY COUNCIL ACTION COUNCIL AGEND
MEETING ITEM #
DATE 3/6/2013 • �
PREPARED BY: Public Safety Craig Woolery
ORIGINATING DEPARTMENT DEPARTMENT HEAD
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COUNCIL ACTION REQUEST
Receive response to Council regarding combining Public Safety, Health and Welfare
Commission and Public Works Commission.
STAFF RECOMMENDATION
Receive response.
SUPPORTING DOCUMENTS:
� MEMO/LETTER: Memo from Les Burshten & Pete Koerner.
❑ RESOLUTION:
❑ ORDINANCE:
❑ ENGINEERING RECOMMENDATION:
❑ LEGAL RECOMMENDATION:
� OTHER: Attachments.
ADMINISTRATORS COMMENTS
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City Administrator Date
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COUNCIL ACTION TAKEN: ❑ APPROVED ❑ DENIED ❑ OTHER
H:\nbelscamper\Templates\City CouncilWction Form.doc
Cottage Department of Public Safety
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To: Honorable Mayor and City Council Members
From: Public Worl<s Qirector Les Burshten /�
Deputy Director of Rublic Safety Peter J Koerner�J�
t
Date: February 28, 2013
Subject; RESPONSE TO DISCUSSION ON COMBINING COMMISSIONS
At the most recent City Council goal setting refireat the discussion of combining the Public Safety Health
and Welfare Commission with the Public Worlcs Commission was discussed. Public Wori<s Director Les
Burshten and 1 have been asl<ed to discuss the possibility of combining the commissions and report bacl<
to the City Councii in March,
Attached is the City Code that outiines the duties of both the Public Safety Heaith and Welfare
Commission (2-5-1) and Public Works Commission (2-6-1). Also included is the information on the City's
web page which expands the purpose and duties.
History
As the Liaison to the Public Safety Health and Welfare Commission, I have wori<ed hard to ensure that
we have meaningful information for the Commission to review and discuss. If there is not an agenda,
we have eancelled the meetings, Les Burshten also ensures that the requests are meaningful and fit
into the purpose and duties ofthe Public Worl<s Commission. I have noticed some overlap at times and
in an effort to fully engage the commission I have brought up the possibility of combining the
commissions in past years.
This is not the first time this issue has come up. In 2002, the Rubfic Safety Health and Welfare
Commission voted to join with the Public Worl<s Commission. The Public Worl<s Commission voted not
to merge. As a result, the commissions stayed independent.
Efficiency
So many issues heard by both commissions relate to each other. Most public safety issues involve
streets, road design, signagQ, engine�ring, traffic counts, (all of which are public worl<s related.) The
combined commission could handle issueS without relaying them baclt and forth to one another. This
would mal<e for timelier decision-m�i<ing: The combined commission would aiso keep staff liaison from
Public Worits and Public Safety.
Over the last couple of years, there are a couple of projects that come to mind that both commissions
discussed. The first was the Highway 61 project which included resurfacing and evaluating access
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points. More recently the commissions were given updates on the7� Street realignment project,
(Washington County project).
When reviewing the responsibilities of the two commissions there is spme overlap bufi there are also
distinct differences.
Timin�
If the final recommendation is made to merge, the timing is right as the PSHW Commission will be down
two members and the PW Commission is down three members. At the February 19 meeting the
Public Safety Health and Welfare Commission tabled the discussion. At fihe February 11 meeting the
Public Wori<s Commission did have a conversation at were not in favor of the merge.
Recruitment
Most applicants for city commissions list the Planning Gommission as their first choice, or their only
choice, forappointment. There have been occasions where the Publie Safety Coinmission had o'penings
and no citizen applications on file to fill open or expiring terms. The combined commi�sion would have
a larger jurisdiction and roleto play for the city, hopefully giving the combined cortimission parity with
the Planning Gommission for recruitment and responsibility.
Discussion
At the February 1.1. Public Works Commission meeting they had a discussion on the possibility of
merging commissions. Council Liaison Justin Olsen did brief the Commission to why the merger was
brought up. He did provide them with some history and some of the reasons as to what the benefits
could be for merging the Comm,issions.
The Public Worl<s Commission felt the responsibilities were different and they were not in favor of the
merger. Public Works Commission has also had to cancel some meetings because there were no agenda
itehis. A Commission member brought up that "they have difficulty I<eeping meetings to 1% hours or 2
hours in length. With both groups combined it would be dlfficult", I don't believe that the Public Works
Commission fully understands the purpose of the PSHW Commission since a comment was made that
they lool< at "criminal items".
At the February 19 Public Safety Health and Welfare Commission meeting l did prouide information to
the Commission in regards to the discussion of combing Commissions. I had asl<ed for a
recammendation to either mqve forward with the consolidation or stay two separate commissions.
I did provide some bacl<ground and advised that this was aiscussed in 2002 and at that time the PSHW
Commission recommended merging and the PW Commission recommended staying separate,
The initial reaction from the PSHW Commission was to merge. They were concerned however that the
PW Commission felt it wasn't a good idea. There was addition�l discussion by the Gommission
me,mbers. They were ali in agreement that the meetings should be meaningful and they want to be
engaged.
I did aslt Gou,ncil Liaison Derri�i< Lehrl<e 5ince he was a past liaison to the PW Commission to explain their
responsibilities and purpose. He did explain some of the overlap as well as the differences.
One of the Coriimission members responded that this would be an excellent time to expiore the purpose
and mission of the Public Safety Health and VUelfare Commission. The Commission did review the City
Ordmance that outlined their purpose and duties as well as the Public Worl<s Commission's purpose and
duties.
Another area that was commented on was when both Commissions have to review the same items that
the joint meetings are beneficiai since everyone can provide feedbacl< from a different poinfi of view. In
the past we have had joint meetings which were beneficial.
The Commission did not malce a recommendation at this time. The Commission wants to "roll up their
sleeves" and discuss/explore fihe duties and purpose,
During this process, I concur with the Commission members that it is time to evaluate fihe purpose and
duties of both Commissions. After reviewing the duties, there are some responsibilities that have
changed with ordinance revisions such as the outdoor event process. Now there are staff liaisons
assigned to the Strawberry Fest Committee that indudes city staff, police, fire and pubiic works. The
parade permit process has also been streamlined to ensure processing the permit in a timely manner.
Recommendation
At this time the Public 1Nor1<s Commission does not wish to �ombine Commissions. The Public Safety
Nealth and Welfare Gommission tabled the recommendation and requested to have a worlc shop to
discussfurthertheirpurpose and duties,
Recommendation is to have bofih Commissions review their purpose and duties. After both groups have
an opportunity to review a joint rtleeting should be held to discuss the merger and then malce a final
recommendation to the Council.
Attch:
City Gode 2-5-1
City Code 2-6-1
City of Gottage Grove web page information
�terling Cod'�'iers, Inc.
Page 1 of 1
Ghapter 5
PURLMC SAFETY, HEALTH AND'WELFARE
COMMISSION
2-5-'�: PURPOSE AND DUTIES:
The purpose and duties of#he Public Safety, Health And Welfare Commission shall be to:
A. Idenfify, study and recommend to the City Gouncil the needs for pofice protection, fire
protection, emergency medical services, emergency managemenf, and other public
safety programs, and also recommend the utilizafian of present facilities and future
facilities which may be created from time to time by the City Council. (Ord. 598, 4-20-
1994; amd. 2000 Code)
B. Review public safety policy issues, as referred to the Comm'tssion by the Cify Council.
C. Recommend any action to the City Council on permits which involve public safety
concerns or services, such as, but not limifed to, events such as parades, carnivals,
festivals, firework demonstrations, and special events liquor licenses.
D. Study such other matters as may be directed by the City Council and report thereon.
(Ord. 598, 4-20-1994)
http://www.ste;rli:r�gcodi�ez's,com/codebool�/printnow.php 2/19I201.3
�terling Qodifiexs, Ine.
Chapter 6
PUBLIC W�RKS COMMISSION
2-6-1: DUTIES:
Page 1 of 1
It shall be the duty of the Public Works Commission to study and make reeommendations to
the Git�r Councii regarding policies related to the planning, construction, reconstruction,
maintenance, and utilization of the community's public infrastrucfure. The Commission shall
also study and make recommendations regarding public works facilities. (Ord; 598, 4-20-
1994) .
http://www.sterlingcodifiers.com/code�bool�/printnow.php 2/19/2013
Public Safety, Health and Welfare Commission
Purpose
The purpose of the Public Safety, �-Iealth and Welfare Coxi�missio� is to formulate and malce
irecommendations to the City Council on mattexs which affect the healtli, safety ai�c1 protectio� of
the citizens of Cottage Grove.
Values
The Public Safety; Hea1t1� a�nd Welfare Commission is committec� to providing public Safety
se�rvices through meaningful paz�tr�ershi�s with the community wk�xch instills a feeling of safety
and security throu,gh the protection of life and propei�y in a manner which is responsive to and
zneets the ex�ectations of all citizens.
The P�blic Safety Health and Welfaie Commission wi11 involve the citizens of the community`
in all o��#s activities which ditectly impact the quality of commu�ity life..
The Public Safety, Health and Welfare Commission believes that �ublic safety shategies used
within the City, must preserve an.d advance democratic values,
T.he PubXic Safaty, �Iealth ancl Wel�axe Commisszon believes that it rnust structure service
delivery in ways that vvill reinforce the sti�engths of the community's neighborhoocls.
Duties
Study andrecommend to the City Council fihe needs fox public safety seivices and also to
recommend the utilization of present and fiiture facilzties.
Review policies and �rocedures as referred to them by t1�e City Council.
Siudy and malce recornmendations to the City Council on applications for special use permits and
their renewal.
Review and make recommendations to the City Council on proposed development projects as
they relate to �ublic safety issues.
Review and/or formulate recommendations to the Gity Gouncil of public safety ordi�ances.
Initiate studies on matter referred to the commission by the City Council witbin the autho:rit� of
the commission and issue written reports fihereon.
Study such othex matters as may be di�ected Uy the City Counc�l.
Public Worlcs Cornmission
Purpose
1. It sha11 be the purpose of the �ublic Worl�s Commission to advise the City Council of
recomm�e�ded xepairs, �eplacements and additions necessary to pxopex�y main.tain the City's
infrastructura and �ublic utility system.
2. As the City e�pands, the comrnission sha11 study and review technical adva�cement� in a11
phases of the i�a.dust�y before malcing recommendations to the City Council on replacement of
outdated faczlities and equipment. ,
3. The coznmission shall mo�i.tor signage at�d str.iping of all Gity streets. Recommendations for
updating and/ox replacing signs and striping will be made to t�.e Gity Council based on�
signage/sh�iping requirements.
4: The commission will woilc with the Engineering Deparhnent on a11 cu��ent a�d future projects
within the Czty. Job sites sha11 be monitored until such time as completion of the pxoj ect has
occurred.
5. The commission will interact with residents a�d may be required to act upon a variety of
situations which may be created from tirne to time.
6. �'he coznmission shall receive as we11 as various recommendations and shaxe opinions with
other commissions within the City. As required, inforniation will be presented to the City
Council or acted upon internally,