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041607 CC WS Min CITY OF SHOREWOOD CITY COUNCIL WORK SESSION APRIL 16,2007 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 5:30 P.M. MINUTES 1) CONVENE CITY COUNCIL WORK SESSION Mayor Lizee called the meeting to order at 5:35 P.M. A. Roll Call Present. Mayor Lizee; Council members Callies, Wellens, and Woodruff; and Administrator Dawson Also Present: SLMPD Chief Litsey Absent: Councilmember Turgeon B. Review Agenda Without objection from Council, Mayor Lizee proceeded with the Agenda for the meeting. 2) SOUTH LAKE MINNETONKA POLICE DEPARTMENT PLANNING SLMPD Chief Litsey stated he wanted to address Council regarding the SLMPD's strategic planning initiative. He first provided a historical perspective of the SLMPD. Litsey explained that the SLMPD was one of few municipal law enforcement agencies in Minnesota that operated as a joint powers organization. The SLMPD was created in 1973 to provide policing to the cities of Excelsior, Greenwood, Shorewood and Tonka Bay. The SLMPD Coordinating Committee was a policymaking board which oversaw the organization, per the conditions of the Joint Powers Agreement (JPA); it was comprised of the mayor of each member city. The SLMPD Chief reported to the Coordinating Committee. The Coordinating Committee established an Operating Committee in 2004 to facilitate communication at the staff level between the SLMPD and the member cities; it was strictly an advisory committee. In 2005, an Issues Group was formed to help find a solution to the cities' issues with the Joint Powers Agreement (JPA). One of the outcomes of the Issues Group was a better understanding of the inner workings of the SLMPD. The SLMPD operations were scrutinized and it was determined that it was a lean and efficient organization. In early 2006, all four member cities entered into binding arbitration to resolve the issues with the JP A, and that concluded in the summer of 2006. The changes to the JP A related to the funding formula; there were no changes related to SLMPD operations. Litsey then explained the strategic planning process was intended to determine if the common services currently provided were sufficient; if there were there any common services that should be added or eliminated; and if there were specialized needs for any of the cities. It would also identify policing trends and long-term obligations. The process was initiated at a January 17, 2007, SLMPD Coordinating Committee meeting. The next step was to involve member cities' councils. CITY OF SHORE WOOD WORK SESSION MEETING April 16,2007 Page 2 of5 Litsey went on to explain that the cities determine the amount of funding for the SLMPD operations. After the funds were appropriated by the cities, the Coordinating Committee oversaw the SLMPD's use of those funds. The SLMPD budget was comprised of operational and capital components. There was also the on-going debt obligation for the public safety building; that funding was agreed upon as part of the JPA and it was not revisited each budget cycle. Each city's contribution to the debt obligation was tax-capacity based. With regard to the 2008 budgeting process, Litsey stated there would be a Coordinating Committee workshop in June 2007, and in July 2007 it would consider the 2008 draft budget for recommendation for approval by the member cities' councils. The most recent amendment to the JPA specified if the member cities could not agree upon an annual operating budget for the next year, contractual obligations and cost- of-living raises must be satisfied. Litsey reviewed the SLMPD organizational structure. He noted the SLMPD had always been high on its clearance rates. With regard to the two investigator positions, he stated one of the major benefits of having investigative positions at the local level was the greater knowledge of the people the investigators interacted with regularly. The community also received enhanced customer service because the investigators were able to review most of the investigations initially. One of the investigators specialized in handling juvenile-related matters. With regard to the Community Service Officer (CSO) held by David Hohertz, Litsey explained the position alleviated some of the workload for patrol, investigative and administrative duties that did not have to be done by a licensed police officer; that position was a lower paid position. He noted that the 8 - 16 reserve officers were true volunteers; they receive no compensation for their efforts. With regard to a question from Councilmember Woodruff, Chief Litsey clarified that while investigator Jack Talbot was on assignment with the Minnesota Financial Crimes Task Force that investigative position was backfilled after a period of time. He commented that officers cannot leave their service area to follow up on crimes; an investigator can. Chief Litsey stated one of the challenges for an organization the size of the SLMPD, was satisfying some of the larger needs with a limited staff. The SLMPD has partnered with other organizations to try and satisfy those needs. The SLMPD became a charter member of the Southwest Metro Drug Task Force (SMDTF) in 1988. By partnering with the SMDTF the community can have resources dedicated to drug activities. The SLMPD had not had any staff member on the SMDTF for quite some time; he stated it was appropriate for the SLMPD to provide a resource to the SMDTF. The SLMPD had an investigator on the Minnesota Financial Crimes Task Force, which investigated identify theft and other financial crimes. The SLMPD was working with the Mound Police Department to form a joint Emergency Response Unit (ERU), with consideration of expanding the ERU into a Lake Area ERU (LAERU). The South Lake Minnetonka Crime Fund Board had authorized the funding for a ballistic shield, ballistic helmets, entry tools and distraction devices for the SLMPD ERU; and it had recently authorized additional funds to purchase tactical riffles. Litsey explained that the Plymouth ERU would assist the SLMPD if the use of gas was required because the Plymouth ERU was trained in the use of gas and the SLMPD ERU was not. Mayor Lizee suggested that the Commander for the SMDTF make a presentation to Council about the organization. Mayor Lizee commented that there was an ERU training center in Plymouth. Chief Litsey stated that the Eden Prairie offered to include the SLMPD ERU in an upcoming training program. CITY OF SHOREWOOD WORK SESSION MEETING April 16,2007 Page 3 of 5 In response to a question from Councilmember Woodruff, Chief Litsey stated it was difficult to retain officers in a smaller police organization. The SLMPD paid its officers competitively to retain them. Administrator Dawson explained that the SLMPD had taken past 7 - 8 years to bring the top patrol pay for its existing officers to mid-point in the pay range for similar sized organizations. Litsey stated the SLMPD had some advancement opportunities, although they were more plentiful in larger organizations. He explained that the shift schedule for officers had been changed to allow weekend time off. Chief Litsey explained he had met with Excelsior representatives regarding Excelsior's desire to purchase additional services from the SLMPD. Excelsior wanted to increase the number of hours it purchased for park and dock control services by three percent, which required approval from the member cities' councils. As a separate matter, representatives from Bay View Event Center/Bayside Grille and Maynard's Restaurant approached the SLMPD to fund a program that would provide additional police coverage (from one officer to two) during the hours of 9:30 P.M. - 2:00 A.M. on Friday and Saturday evenings during June, July and August. Litsey explained that at some point the current staffing level would not support providing additional services; it would be a stretch to provide these additional services requested. Chief Litsey asked Council if there were other services it would want the SLMPD to provide or enhance, and would those services be common or specific to the Shorewood. Councilmember Callies stated she would like to see enhanced traffic enforcement. Administrator Dawson stated there had been differing opinions for many years as to what level of traffic enforcement should be classified as basic service, and what would be classified as additional services that must be paid for. Dawson questioned if additional resources would be required to provide additional traffic enforcement services or other services. He noted that the number of full-time licensed officers had been 14 for as long as he could remember. With regard to a question from Councilmember Woodruff, Chief Litsey stated there were a number of cities that employed dedicated traffic enforcement individuals. Woodruff questioned how much of the cost would be offset from the revenues from traffic tickets. Administrator Dawson stated that most of the traffic ticket monies go to the State; for a $140 speeding ticket, the SLMPD would receive $13 - $20. Councilmember Woodruff stated he thought the priorities should be related to juvenile endangerment, drug enforcement, violent crimes, etc.; traffic enforcement should not deplete the resources necessary to provide those services. With regard to a question from Councilmember Woodruff, Chief Litsey explained that the SLMPD patrolled Enchanted Island and Shady Island on a regular basis and it responds to calls. He also explained that Mound and Minnetrista also provided mutual aid services. The SLMPD in return provided mutual aid services to the area of Minnetrista on Highway 7. Councilmember Wellens questioned if Chief Litsey was alerting Council that he may want to request additional funding for 2008. Litsey stated he would work through the SLMPD Operating Committee and the Coordinating Committee on that topic. He stated he would again recommend the SLMPD have a minimum of two officers on duty. He noted the SLMPD had been quite successful in obtaining grants and donations to offset costs. There had been a time when the federal government would help fund new officers for the first three years; that did not occur any more. It was at times difficult to provide all the necessary services when an officer was off for workman's compensation reasons or when an officer retires. In response to another question from Councilmember Wellens, Chief Litsey eXplained building maintenance and repairs costs were shared equally by the SLMPD and the EFD. CITY OF SHORE WOOD WORK SESSION MEETING April 16, 2007 Page 4 of5 Councilmember Wellens asked Chief Litsey for an update on the request to allow the SLMPD firing range to be used for training associated with certification for concealed-carry permits. Litsey stated that item would be on a July 2007 Coordinating Committee agenda. He then stated that the firing range was built for law enforcement training; it was not built for public use and therefore was not situated for public access. He stated the SLMPD had met with the individual making the request. He stated it had been SLMPD's practice not to align with a private business. Wellens stated the service that individual would provide would serve the community. Litsey stated that the SLMPD provided many services, yet it did not share its equipment with other private enterprises. He then stated that the number of concealed-carry permits issued was very few. Allowing use of the firing range for private use would potentially create liability issues. He assured Wellens that the issue would get fair consideration. It would be up to the Coordinating Committee to determine if that should be allowed; he would provide the Committee with his recommendation. With regard to the Building Fund, Chief Litsey stated the SLMPD had minimal funds allocated for that purpose. He stated there were long-term maintenance agreements in place for the majority of the critical components. Administrator Dawson stated efforts were underway to project a long-term capital building maintenance schedule. Litsey stated that the long-term capital building maintenance needs would be prepared jointly with the EFD. In response to a question from Councilmember Woodruff, Chief Litsey stated he provided the Coordinating Committee with a draft budget that was first reviewed and revised by the Operating Committee. He explained the 2008 budget would use the 2007 budget as a baseline (with salary increases and other contractual obligations included), and addenda would also be presented for changes to the status quo. Administrator Dawson stated in the past that budget was prepared with consistent levels of staffing, which would determine what services could be provided. Administrator Dawson stated one of the things that needed to be considered were the long-term trends, for example, for crimes, medical services, technology needs, and mandates. Changes could require a shifting of resources to higher priority items. With regard to technology, Chief Litsey stated the SLMPD would have to replace its record system, and it would be expensive. In response to a question from Councilmember Callies, Chief Litsey stated there had not been a reduction in the existing types of crimes, but there had been an increase in more technical crimes. He commented that the SLMPD had made a commitment to its residents that it would complete a report for identify theft and financial crime incidences; that service is not provided by all police organizations. There was discussion regarding emergency management training and plans. Litsey encouraged all new council members to attend the National Incident Management System (NIMS) training. He also suggested that each city place an emergency management discussion on a work session agenda annually. Chief Litsey thanked the Council for its time and support. 3) OTHER Mayor Lizee stated a discussion of the City's mission, purpose and values would be placed on the agenda for the April 23, 2007, City Council work session meeting. CITY OF SHORE WOOD WORK SESSION MEETING April 16, 2007 Page 5 of5 4) ADJOURN Wellens moved, Woodruff seconded, Adjourning the City Council Work Session Meeting of April 16,2007, at 6:55 P.M. Motion passed 5/0. RESPECTFULLY SUBMITTED, Christine Freeman, Recorder ~~~ Christine Lizee, Mayor