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042897 CC WS Min . . , COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD FOLLOWING REGULAR MEETING MINUTES 1. CONVENE CITY COUNCIL WORK SESSION CITY OF SHOREWOOD WORK SESSION MEETING MONDAY, APRIL 28, 1997 Mayor Dahlberg called the meeting to order at 8:50 p.m. A. Roll Call Present: Mayor Dahlberg; Councilmembers Stover, McCarty, O'Neill and Garfunkel; Administrator Hurm; Planning Director Brad Nielsen. B. Review Agenda The agenda was approved as presented. 2. DISCUSSION OF POLICE CONTRACT RENEWAL Mayor Dahlberg summarized his meeting with the mayors of the concerned municipalities and stated they had discussed the duration of the agreement as well. as the formula for payment. He felt there to be agreement by all participants to extend the duration of the agreement which would improve officer morale as well as ultimately reduce the cost. Mayor Dahlberg stated he may be interested in a contract with a term of seven to ten years. He stated the other option would be to take over the department and sell services back to the other municipalities. He noted this suggestion did not bring an adverse reaction among the other municipalities and this is an option the Council may wish to consider. Mayor Dahlberg felt this may be a logical possibility. Councilmember Stover stated the formula being used was developed by Shorewood and it was difficult to reach agreement among the municipalities on that formula. She expressed concern with making changes to the formula. Councilmember Stover explained a police consultant had been utilized in determining what size police department Shorewood could obtain with the dollars spent on police service. Councilmember Stover did not feel there would be a significant [mandal threat to the City in taking over the police department and then subcontracting the services. There are some benefits in that the Police Chief would answer to the Mayor of Shorewood rather than a committee. In addition, there would be higher morale among the officers. Councilmember Stover strongly encouraged a ten year contract. Councilmember Stover commented on Section 4 of the Agreement which refers to each committee person having an equal voice in the affairs of the committee. She noted this would give equal voice to municipalities which are significantly smaller and paying a much smaller share. Mayor Dahlberg commented he had suggested restructuring the agreement to allow each city to vote a specified number of shares which would represent that city's financial interest in the operation. . . . CITY COUNCIL WORK SESSION MINUTES APRIL 28, 1997 - PAGE 2 Mayor Dahlberg further commented there are three new mayors on the committee and they are in agreement that any change should come slowly. He requested Finance Director Rolek review the variables which drive the formula, such as the usage statistics for the past five years. He would like a spreadsheet, based on the past five years of statistics, projecting the costs involved. . Mayor Dahlberg requested each Councilmember review the contract and submit in writing any questions, comments or ideas they would like to have raised. Councilmember Stover noted in past years, the Council knew the City was growing and the cost of this service would raise to approximately 80 percent based on demand for service. It was felt the City received good value for the cost of the service. Councilmember Stover commented on a formula whereby a reduction in payment by one municipality would result in a reduction in payment by the remaining municipalities. This would decrease the police department budget which could result in the loss of an officer. Mayor Dahlberg stated a decision was made to keep the department at the present force. Mayor Dahlberg asked whether there would be concern in extending the contract for ten years if this were agreeable. Councilmember O'Neill stated he would not be opposed to Shorewood taking over the police department. He questioned what the cost would be. Hurm stated an analysis was completed a couple of years ago. There would be less value for the cost of service. Councilmember Stover felt if consideration were to be given to this option, the Council should engage the services of a police consultant who would possess the ability to accurately and thoroughly assess the cost versus the value obtained. Mayor Dahlberg felt there to be two major motivations in Shorewood taking over the department. One would be accountability in that the Chief would report directly to the City Council. The other would be a financial analysis which would result in improved service and the ability to contract out services to other municipalities. Mayor Dahlberg stated at this point it would be his policy to proceed on the assumption the formula is fair to the participants and efforts would be made to extend the length of the contract. He felt if Shorewood were to take over the department, it should be a gradual change which is planned out over a several year period of time. He stated the Council may want to extend the contract to seven years and during that period of time work on a plan for Shorewood to take over the department at some point in the future. Councilmember Stover felt the only major difference which would result in Shorewood taking over the department would be in accountability. She felt given the cooperation of the concerned communities, the contract at this time should be extended for ten years as it exists now. Over that period of time, discussions relative to changes in the contract could be addressed. Mayor Dahlberg noted the officers in the department generally stay for their entire careers and are more productive and effective than rookies given their extensive experience. He felt this would be a benefit in that the City would not need to hire as many officers since the present officers know the community and the trouble spots. Mayor Dahlberg felt the major issue in making this a Shorewood department would be accountability. He did not feel this to be problematic at this point or that it would justify a change in the near future. If a change is warranted, he felt this should be a slow transition. . . . CITY COUNCIL WORK SESSION MINUTES APRIL 28, 1997 - PAGE 3 Hurm suggested if discussions arise surrounding the formula for payment, the City remain strong on the usage formula. He acknowledged that in the near future, Shorewood could possibly pay close to 50 percent based on the services received. Mayor Dahlberg was in agreement with Councilmember Stover in supporting a ten year contract term. Councilmember Stover felt this would lend stability to the department. Hurm suggested a budget stability fund. He suggested a goal of 15 percent of the budget be set aside. In the event a community has budget difficulties, money could be borrowed from that fund. Councilmember Garfunkel stated there would need to be stringent criteria for usage of the funds. Mayor Dahlberg noted this would be subject to a vote of the Committee. Councilmember Stover expressed concern one City Council may not approve the cost for their particular municipality which would result in a reduction in the budget for the police department. Hurm remarked if there is concern relative to accountability, there may be other options which could be considered such as a police civil service commission and a second tier which would be a police commission which could consist of the mayors meeting on a monthly basis. He noted there are a variety of structures which could be utilized when addressing the issue of accountability. Councilmember Stover noted there had been discussions in the past relative to a policing district. She felt the outstanding benefit would be whatever city a person resides in, the same amount would be paid for police and fire protection. In addition, there would be equal representation on the governing board. Mayor Dahlberg noted this matter will be further discussed among the concerned mayors in July. 3. DISCUSSION OF CITIZEN PARTICIPATION AT COUNCIL MEETINGS AND OPEN FORUMS Councilmember O'Neill felt this matter could be further continued since no open forums are scheduled at this time. 4. DISCUSSION OF MEASURING EFFECTIVENESS OF COMMUNICATION EFFORTS Administrator Hupn distributed a sample survey for the Council to consider. Mayor Dahlberg felt the specific variable to measure would be awareness, however, he acknowledged this would be difficult to measure in a direct way. Mayor Dahlberg would like to discuss this matter in detail at some future point. Councilmember Stover did not feel there was any basis with which to compare. Mayor Dahlberg felt the Council would need to agree on the variable to be compared. Hurm suggested the Council review the survey to determine if the attempt is made to measure the right things. Councilmember Stover felt the questions were concrete. Mayor Dahlberg stated these are indirect measures of awareness as opposed to direct measures. Councilmember Stover felt communication efforts would be difficult to measure, however, she did feel the survey would reveal where funds can be most effectively used. Councilmember Garfunkel commented on an internship application which was included in the materials provided to Council. He noted one of the projects to be completed would be to redesign the home page. In addition, there are technology issues which need to be addressed. Hurm stated an internship would be an option for addressing these issues. . . . , ,,'" CITY COUNCIL WORK SESSION MINUTES APRIL 28, 1997 . PAGE 4 Councilmember O'Neill expressed concern for the quality of work which would be achieved by an intern. Councilmember Garfunkel stated applications would be taken and the applicant would need to justify their ability to address these issues. Mayor Dahlberg stated he would be' comfortable with Councilmember Garfunkel handling the interviews. Mayor Dahlberg commented on the internet and new technology which is available which would turn a desk top into an affair which receives information which is broadcast to it proactively by the server. He stated a browser could be tuned into the City's web server and the owner could specify the type of information they receive proactively. Mayor Dahlberg thanked staff for the quality of the newsletter which is being produced. He noted he continues to receive positive feedback relative to the newsletter. 5. ADJOURNMENT Garfunkel moved, Dahlberg seconded to adjourn the City Council Work Session Meeting at 10:04 p.m. RESPECTFULL Y SUBMITTED, Cheryl WalIat, Recording Secretary TimeSaver Off Site Secretarial ATTEST: 7CI/J OM DAHLBERG,