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HomeMy WebLinkAbout2013-03-19 PACKET 05.A.w r Department of Public Safety Police • Fire • EMS 4,bere Pride. and Qroy perlty Meet To: Honorable Mayor and City Council Members From: Public Works Director Les Burshten Deputy Director of Public Safety Peter J Koerner Date: February 28, 2013 Subject: RESPONSE TO DISCUSSION ON COMBINING COMMISSIONS At the most recent City Council goal setting retreat the discussion of combining the Public Safety Health and Welfare Commission with the Public Works Commission was discussed. Public Works Director Les Burshten and I have been asked to discuss the possibility of combining the commissions and report back to the City Council in March. Attached is the City Code that outlines the duties of both the Public Safety Health 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 worked hard to ensure that we have meaningful information for the Commission to review and discuss. If there is not an agenda, we have cancelled the meetings. Les Burshten also ensures that the requests are meaningful and fit into the purpose and duties of the Public Works 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 Public Safety Health and Welfare Commission voted to join with the Public Works Commission. The Public Works 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, signage, engineering, traffic counts, (all of which are public works related.) The combined commission could handle issues without relaying them back and forth to one another. This would make for timelier decision - making. The combined commission would also keep staff liaison from Public Works 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 CITY OF COTTAGE GROVE • 12800 Ravine Parkway • Cottage Grove, Minnesota 55016 www.cottage- grove.org • 651 - 458 -2850 • Fax 651- 458 -2820 • Equal Opportunity Employer points. More recently the commissions were given updates on the 70 Street realignment project. (Washington County project). When reviewing the responsibilities of the two commissions there is some overlap but there are also distinct differences. Timing 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 the February 11 meeting the Public Works Commission did have a conversation at were not in favor of the merge. Recruitment Most applicants for city commissions list the Planning Commission as their first choice, or their only choice, for appointment. There have been occasions where the Public Safety Commission had openings and no citizen applications on file to fill open or expiring terms. The combined commission would have a larger jurisdiction and role to play for the city, hopefully giving the combined commission parity with the Planning Commission for recruitment and responsibility. Discussion At the February 11 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 Commissions. The Public Works 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 items. A Commission member brought up that "they have difficulty keeping meetings to 1 % hours or 2 hours in length. With both groups combined it would be difficult ". I don't believe that the Public Works Commission fully understands the purpose of the PSHW Commission since a comment was made that they look at "criminal items ". At the February 19 Public Safety Health and Welfare Commission meeting I did provide information to the Commission in regards to the discussion of combing Commissions. I had asked for a recommendation to either move forward with the consolidation or stay two separate commissions. I did provide some background and advised that this was discussed 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 additional discussion by the Commission members. They were all in agreement that the meetings should be meaningful and they want to be engaged. I did ask Council Liaison Derrick Lehrke since 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 Commission members responded that this would be an excellent time to explore the purpose and mission of the Public Safety Health and Welfare Commission. The Commission did review the City Ordinance that outlined their purpose and duties as well as the Public Works 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 beneficial since everyone can provide feedback from a different point of view. In the past we have had joint meetings which were beneficial. The Commission did not make a recommendation at this time. The Commission wants to "roll up their sleeves" and discuss /explore the duties and purpose. During this process, I concur with the Commission members that it is time to evaluate the 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 includes city staff, police, fire and public works. The parade permit process has also been streamlined to ensure processing the permit in a timely manner. Recommendation At this time the Public Works Commission does not wish to combine Commissions. The Public Safety Health and Welfare Commission tabled the recommendation and requested to have a work shop to discuss further their purpose and duties. Recommendation is to have both Commissions review their purpose and duties. After both groups have an opportunity to review a joint meeting should be held to discuss the merger and then make a final recommendation to the Council. Attch: City Code 2 -5 -1 City Code 2 -6 -1 City of Cottage Grove web page information Sterling Codifiers, Inc. 2 -5 -1: PURPOSE AND DUTIES: Page 1 of 1 The purpose and duties of the Public Safety, Health And Welfare Commission shall be to: A. Identify, study and recommend to the City Council the needs for police protection, fire protection, emergency medical services, emergency management, and other public safety programs, and also recommend the utilization 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 Commission by the City Council. C. Recommend any action to the City Council on permits which involve public safety concerns or services, such as, but not limited 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. sterlingcodifiers .com /codebooldprintnow.php 3/13/2013 Sterling Codifiers, Inc. Page 1 of 1 Chapter 6 PUBLIC WORKS COMMISSION 2 -6 -1: DUTIES: It shall be the duty of the Public Works Commission to study and make recommendations to the City Council regarding policies related to the planning, construction, reconstruction, maintenance, and utilization of the community's public infrastructure. The Commission shall also study and make recommendations regarding public works facilities. (Ord. 598, 4 -20- 1994) http:// www. sterlingeodifiers .com /codebooldprintnow.php 3/13/2013 Public Safety, Health and Welfare Commission Purpose The purpose of the Public Safety, Health and Welfare Commission is to formulate and make recommendations to the City Council on matters which affect the health, safety and protection of the citizens of Cottage Grove. Values The Public Safety, Health and Welfare Commission is committed to providing public safety services through meaningful partnerships with the community which instills a feeling of safety and security through the protection of life and property in a manner which is responsive to and meets the expectations of all citizens. The Public Safety, Health and Welfare Commission will involve the citizens of the community in all of its activities which directly impact the quality of community life. The Public Safety, Health and Welfare Commission believes that public safety strategies used within the City, must preserve and advance democratic values. The Public Safety, Health and Welfare Commission believes that it must structure service delivery in ways that will reinforce the strengths of the community's neighborhoods. Duties Study and recommend to the City Council the needs for public safety services and also to recommend the utilization of present and future facilities. Review policies and procedures as referred to them by the City Council. Study and make recommendations 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 public safety issues. Review and /or formulate recommendations to the City Council of public safety ordinances. Initiate studies on matter referred to the commission by the City Council within the authority of the commission and issue written reports thereon. Study such other matters as may be directed by the City Council.