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HomeMy WebLinkAbout1D, Police Services ~ MEMORANDUM Item I.D DATE: June 15,2009 TO: Mayor and City Council FROM: Ron Moorse, City Administrator SUBJECT: Police Services BACKGROUND The Council has set the review of the City's police services as a goal for 2009. A work plan for the police service review process was previously provided to the Council. The work plan is attached. The initial steps in the plan are to clarify the Council's expectations regarding police services, and to identify questions and concerns regarding the current police services contract with the Ramsey County Sheriff s Department. At the work session, the Council will be asked to provide feedback regarding police service expectations, outcomes, and concerns, and the proper balance between the level of service and the level of cost. (Please see the attached questions regarding service expectations, outcomes, and concerns). The current police services contract with Ramsey County is a cooperative service agreement that includes the Cities of Arden Hills, Gem Lake, Little Canada, North Oaks, Shoreview, Vadnais Heights, and White Bear Township. The major categories of costs for Arden Hills are as follows (based on the 2009 budget). Patrol Deputies Investigation Deputies Property/Fleet assistant Equipment and maintenance Traffic Deputies Crime Prevention Officer Rice Street Corridor Deputy Less: Estimated Revenue Net Total $657,936 $84,218 $10,245 $82,898 $34,364 $17,578 $17,919 ($47~607) $857,551 Page 2 The largest cost category, Patrol Deputies, is based on the City's desired level of patrol service being one deputy on duty 24 hours each day. Council Direction ReQuested: 1. Provide direction regarding police service expectations, outcomes, and concerns. 2. Provide direction regarding whether the Council's service and cost expectations are in close enough alignment with the current service arrangement that we should focus on refining that arrangement, or whether the City should consider pursuing other police service delivery options. fe . AGREEMENT FOR LAW ENFORCEMENT SERVICES This is an Agreement between the County of Ramsey (hereinafter referred to as the "COUNTY"), and the City of Arden Hills (hereinafter referred to as the "MUNICIPALITY"), to provide law enforcement services to the MUNICIPALITY for the period commencing January 1, 2007. WHEREAS, the COUNTY has a statutory obligation to provide police protection within Ramsey County; and WHEREAS, the COUNTY has previously contracted to provide law enforcement services to the cities of LL\rden Hills, Gem Lake, Little Canada, North Oaks, Shoreview, Vadnais Heights, and to White Bear Township (hereinafter collectively referred to as the "MUNICIPALITIES"), and WHEREAS, the MUNICIPALITY has determined that it is in the best interests of the MUNICIPALITY to continue to contract with the COUNTY for law enforcement services, thereby allowing for the allocation of overhead and other administrative costs over a larger population; and WHEREAS, the parties to this Agreement intend to contract for la\v enforcement functions within the political boundaries of the MUNICIPALITY through the Ramsey County Sheriff; and WHEREAS, the COUNTY is agreeable to rendering such services on the terms and conditions hereinafter set forth; and WHEREAS, such contracts are authorized and provided for by the provisions of Minnesota Statutes Sections 471.59 and 436.05, and La\vs 1959, Chapter 372. NOW, THEREFORE, IN CONSIDERATION OF the mutual undertakings set forth herein, the COUNTY and the MUNICIPALITY agree as follows: A. SCOPE OF SERVICES 1. The COUNTY agrees, through the Ramsey County Sheriffs Department, to provide law enforcement services to the MUNICIPALITY \vhich will include, but not be limited to, the following: a. Patrol services with random patrolling of residential areas, businesses, parks, and other public property areas; b. Enforcement of Minnesota State Statutes and the ordinances of the MUNICIP ALITY. .,." . c. Traffic enforcement including the regular use of radar or laser as a speed deterrent; d. Crime prevention programs such as Neighborhood Watch, as well as other business and residential crime prevention programs; e. Criminal investigative and crimes lab services; f. Follow up on reported crimes with persons who reported the crime including routine notification by telephone or mail as to the status of the investigation; g. Responses to medical, fire, and other emergencies; h. Coordination of volunteer programs such as the Community Affairs Officer and Reserve Programs; 1. Driver's license inspections, background checks and license enforcement services as called for under applicable state law and ordinances of the MUNICIPALITY~ J. Special event traffic patrol and patrol services for community festivals or other special events; and k. Attendance at Public Safety or City Council meetings as requested by the MUNICIPALITY. 2. The manner and standards of performance, the discipline of officers, and other matters incident to the provision of services under this Agreement, and the control of personnel so employed, shall be subject solely to the control of the COUNTY. In the event of a dispute between the parties as to the extent of the duties and functions to be rendered hereunder, or the level or manner of performance of such service, the determination thereof made by the Sheriff of the COUNTY shall be final and conclusive as between the parties hereto, subject however, to the provisions of Section A.3. herein. 3. In the event the MUNICIPALITY, through its elected body or authorized agent, notifies the COUNTY that the MUNICIPALITY is dissatisfied with the assignment of personnel for the performance 0 f services under this Agreement and requests a change in personnel, the COUNTY shall make every effort to effect a change in the assignment of personnel, provided that such a change does not jeopardize the ability of the COUNTY to provide services to other areas of Ramsey County in a timely and efficient manner. 4. The COUNTY'S contractual obligations under this Agreement do not lessen the COUNTY~S obligation to provide patrol and police protection services to Bellaire Beach, area lakes, Ramsey County open space areas, and regional park areas owned or operated by Ramsey County and all other areas under COUNTY jurisdiction located within the political -boundaries of the MUNICIPALITY. The COUNTY'S contractual obligations under this Agreement shall also recognize the underlying, 2 statutory obligations that Ramsey County has to provide police protection to the MUNICIPALITY. 5. Services shall be provided 24 hours per day and shall be performed by the number of deputies and other personnel budgeted for in the COUNTY'S Approved Budget for these services to the MUNICIPALITIES. 6. To facilitate the COUNTY'S performance pursuant to this Agreement, the MUNICIP ALITY agrees that the COUNTY shall have full cooperation and assistance from the MUNICIPALITY, its officers, agents and employees. The MUNICIPALITY shall designate a liaison to the Ramsey County Sheriff's Department The liaison shall attend meetings of the Sheriff's Contract Communities Committee and shall represent their respective MUNICIPALITY at their lneetings. The purpose of these meetings is to develop short-term and long range plans and to coordinate and analyze police service and other related public service issues. The Sheriff's Contract Communities Committee shall also review any disputes which arise between the MUNICIPALITIES and/or Sheriff's Department and recommends a resolution. 7. The COUNTY shall furnish and supply all necessary labor, supervision, equipment, communication facilities and dispatching, and supplies necessary to provide services pursuant to this Agreement. 8. All deputy sheriffs, clerks, dispatchers, and all other COUNTY personnel performing duties pursuant to this Agreement shall at all times be considered employees of the COUNTY for all purposes. 9. The name of each of the MUNICIPALITIES that contract with the Sheriffs Department for law enforcement services shall be affixed to all squad cars and other major pieces of equipment used primarily within these MUNICIPALITIES. B. ASSUMPTION OF LIABILITIES/INSURANCE 1. Except as otherwise provided, the MUNICIPALITY shall not be called upon to assume any liability for the direct payment of any salaries, wages, or other compensation to any COUNTY personnel performing services hereunder for said MUNICIPALITY, and the COUNTY hereby assumes said liabilities. 2. Except as herein otherwise specified, the MUNICIPALITY shall not be liable for compensation or indemnity to any COUNTY employee for injury or sickness arising out of this employn1ent, and the COUNTY hereby agrees to hold harmless the MUNICIPALITY against any such claim. 3 .. 3. The MUNICIPALITY, its officers, and employees, shall not be deemed to assume any liability for the intentional or negligent acts of the COUNTY or the COUNTY'S employees performing services pursuant to this Agreement, and the COUNTY shall hold the MUNICIPALITY, its officers, and employees harmless from and shall defend and indemnify the MUNICIP ALITY, its officers, and employees against any claim for damages arising out of the COUNTY'S performance of this Agreement. 4. The COUNTY, its officers, and employees shall not be deemed to assume any liability for intentional or negligent acts of the MUNICIPALITY or of any other officers, agent or employee thereof, and the MUNICIPALITY shall hold the COUNTY and its officers and employees harmless from, and shall defend and indemnify the COIJNTY and its officers and employees against any claim for damages arising out of the MUNICIPALITY'S performance of this Agreement. 5. The COUNTY agrees to maintain, during the term of this Agreement, automobile, general liability, workers' compensation, and professional liability insurance in amounts deemed appropriate by the COUNTY. The COUNTY shall name the MUNICIPALITY as an additional insured on these policies except for the workers' compensation policy. The MUNICIPALITY agrees to pay, as a part of the actual cost as provided in Section 6 below, a pro rata share of the COUNTY'S insurance costs. These costs shall include the costs for any assessments and credits for any dividends by participating in any insurance pools or trusts. The COUNTY may elect to self-insure all or any portion of these risks. If the COUNTY cannot obtain insurance and/or elects to self-insure, the MUNICIPALITY shall pay a pro rata share of the costs of self-insurance, based on each MUNICIPALITY'S share of the approved annual budget. Insurance costs as they relate to insurance coverage shall include premiums and deductibles. Costs of self-insurance shall include reserves, claims and damage payments, and administration costs required to maintain self- Insurance. 6. The MUNICIPALITY acknowledges that the COUNTY may, in an effort to provide the best insurance coverage at the most economical cost, become a member of the Minnesota Counties Insurance Trust or some similar organization; and the MUNIClP ALITY further acknowledges that membership in such an organization may be for a fixed minimum term and may expose the COUNTY to some type of contingent cost liability, such as debts, obligations and liabilities, in the event that the COUNTY withdraws its membership. The MUNICIPALITY agrees to reimburse the COUNTY for the MUNICIPALITY'S pro rata share of any such contingent cost liability arising during the term of this Law Enforcement Service Contract and assessed against the COUNTY. Upon notification to 4 ~ . the COUNTY of any such contingent cost liability, the COUNTY will notify the MUNICIPALITY in a timely manner. C. TERM OF AGREEMENT/TERMINATION 1. This agreement shall commence January 1, 2007 and shall be in effect through December 31, 2009. If either party intends not to renew the agreement at the end of its term, the party must notify the other party and other MUNICIPALITIES in writing at least nine (9) calendar months prior to the end of the contract term. If either party has not approved a successor agreement at the end of the term, the COUNTY will continue to provide law enforcement services in accordance with this agreement 2. Either party may terminate tllis Agreement at the end of a calendar year and prior to the end of the term of the Agreement by notifying the other party to this Agreement and the other MUNICIPALITIES in writing of their intent to terminate the Agreement at least nine (9) calendar months prior to the end of the calendar year. 3. Notice to the COUNTY shall be given to the County Manager and Ramsey County Sheriff, and Notice to the MUNICIPALITY shall be given to the MUNICIPALITY'S City Administrator. Notice to the other MUNICIP ALITIES will be given in accordance with the notice provisions of the contracts between the COUNTY and the other MUNICIPALITIES. D. COST AND PAYMENT 1. The MUNICIPALITY agrees to pay the COUNTY the actual cost of providing all services covered by this Agreement. Actual cost shall mean the MUNICIPALITY'S pro rata share of the COUNTY'S total cost of providing patrol and police protection services as described in this Agreement to the MUNICIPALITIES with vvhich the COUNTY has agreements for the current COlltract year, including, but not limited to the following: salaries of employees engaged in performing said services, including vacation and sick leave; mileage, uniforms; public employees retirement contributions; workers' compensation, automobile, general liability and police professional liability insurance costs or the cost of self- insurance; general overhead, including indirect expenses and supplies, radio unit expense, and health and welfare expense. The term "costs" as used herein shall not include items of expense attributable to services or facilities normally provided or available to all cities within the COUNTY as part of the COUNTY~ S obligation to enforce state law. Computation of actual costs hereunder shall be made by the Ramsey County Budgeting & Accounting Division based on infornlation provided by the Sheriff. 5 .~ 2. During the term of this Agreement, the COUNTY shall annually submit a Budget Estimate using the District Plan format for the following year of services to the MUNICIPALITY no later than August 1 of the current year. Said Budget Estimate will be for the limited purpose of better enabling the MUNICIPALITY to estimate its annual budget and tax levy. It is understood by the parties to this Agreement that said Budget Estimate shall in no way prevent the COUNTY from charging its actual costs. 3. If the MUNICIPALITY does not allocate the necessary funding for its proportionate share of the COUNTY"S Approved Budget to the MUNICIP ALITIES for a given year, the MUNICIPALITY and the COUNTY must meet by January 31 of the budget year in question to review and reach agreement on modifications to service levels provided by the COu~TY that are consistent with the MUNICIPALITY'S budget and that recognize the impact of these service level changes to other MUNICIP ALITIES that contract with the COUNTY for these services. 4. Unless the COUNTY and MUNICIPALITY have reached agreement pursuant to the prior paragraph for a change in the MUNICIPALITY'S contribution, the COUNTY shall bill the MUNICIPALITY on a monthly basis in advance in an amount equal to one-twelfth (1/12) of the Budget Estimate for services to the MUNICIPALITY. The MUNICIPALITY shall pay the COUNTY within 45 days of receipt of the monthly statement At the close of the contract year, the COUNTY will reconcile the current year Budget Estimate and current year actual costs, shall provide a copy of the current year actual cost to the MUNICIPALITY, and shall either give a credit to the MUNICIPALITY or bill the MUNICIP ALITY for additional costs in excess of the Budget Estimate. E. GENERAL PROVISIONS 1. It is understood that prosecutions for violations of ordinances or state statutes, together with disposition of all fines collected pursuant thereto, shall be in accordance with state statutes, state rules, and judicial orders. 2. The Ramsey County Sheriff's Office shall submit to the MUNICIPALITY quarterly activity reports detailing the activities of the Sheriff's Office under this agreement within the MUNICIPALITY. Said reports shall contain, at a minimum, the number of calls answered and the number of citations issued. However, no informatioll will be provided which would violate the State Data Practices Act. 3. The MUNICIPALITY may contract with the COUNTY for additional law enforcement services above and beyond those provided in this agreement. 6 .. ..., c.. ~ ." "". 4. Any alterations, variations, modifications, or waivers of provisions of this Agreement shall only be valid when they have been reduced to writing, signed by authorized representatives of the COUNTY and the MUNICIP ALITY and attached to the original of this Agreement. IN WITNESS WHEREOF, the MUNICIPALITY, by resolution duly adopted by its Council has caused this Agreement to be signed by Beverly Aplikowski, Mayor and Michelle A. Wolfe, City Administrator, and the seal of the MUNICIPALITY to be affixed hereto on the 27th day of November, 2006, and the COUNTY, by resolution of its Board of County Commissioners, has caused this Agreement to be signed by the Chair and Chief Clerk of said Board on the e:olo~ay of ~ ,2007 COUNT. ,;/0Y . F RAMSEY vJ By:/J~ ~ . .. J Chair Board of Ramsey Count Commissioners B ief Clerk eJlt;o 7-tJ7S County Commissioners APPROV AL RECOMMENDED: ~-&41-~ Bob Fletcher Sheriff of Ramsey County APPROVED AS TO FORM: FUND: /lalol ~ ~~ ff//t-/D7 Office of Budget and Accounting 7 CITY OF Ac-cl<:..V"\. \-t; \ IS BY~ ~. Beverly pllkowskl Mayor By:4~iW~ Michelle A. Wolfe City Administrator Police Service Review 1. Council expectations for police services What level of service does Council want? Level of patrol Level of visibility Level of cooperation/assistance with code enforcement Level of crime prevention effort Level of community involvement Level of traffic enforcement Level of problem-oriented policing Level of animal control service Level of investigative responsiveness, effectiveness, and resources 2. What police service-related outcomes does Council want for the community? Residents feel safe in their homes, their neighborhoods, and their parks Residents, workers, and visitors feel safe in the City's commercial areas Residents and employers feel that the police service is responsive when needed -Emergence response (response time) -Responsiveness in significant non-emergency situations i.e. follow-up and investigation of burglary Other desired outcomes 3. What are Council's concerns and questions regarding the current police service option? 4. What does the Council want in terms of a balance between level of cost vs. level of service?