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HomeMy WebLinkAboutItem 01 Joint Work Session with the Police Planning Task Force (PPTF). AGENDA ITEM SUMMARY Meeting Date: 2/9/2015 Meeting Type: Work Session Staff Contact/Dept.: Tim Doney, Chief Staff Phone No: 726-3729 Estimated Time: 45 Minutes S P R I N G F I E L D C I T Y C O U N C I L Council Goals: Strengthen Public Safety by Leveraging Partnerships and Resources ITEM TITLE: JOINT WORK SESSION WITH THE POLICE PLANNING TASK FORCE (PPTF) ACTION REQUESTED: The Police Planning Task Force (PPTF) would like to propose amending the bylaws and charge of the group to more accurately reflect the community and the group’s mission; to propose initiating a new Long Range Plan for Police Services; and to discuss with the Council the ongoing desire to reduce future dependence on the Public Safety Operating Levy. ISSUE STATEMENT: The Police Planning Task Force was originally established in 1994 and charged with developing a long range strategic plan for police services. The group was made permanent in 1996 and has produced three updates to the original 20 year Plan. The group recommends changing the name to the Springfield Police Advisory Committee (SPAC) to reflect the permanent nature and expanded scope of the group; further, the group recommends that, since the original long range plan is 20 years old and has been largely completed, a new 20 year plan be developed in coordination with key stakeholders and Council goals. Finally, the group wishes to seek opportunities to reduce future dependence on the Public Safety Operating Levy, which continues to fund a number of police officer, community service officer, dispatch and call-taking positions, as well as a significant portion of the operating costs for the Municipal Jail. ATTACHMENTS: 1 – Current Police Planning Task Force Bylaws and Charge 2 – Proposed DRAFT Springfield Police Advisory Committee Bylaws and Charge 3 – Current Stakeholders List DISCUSSION/ FINANCIAL IMPACT: After introductions, Isa Aviad will propose changes to the name and composition of the group to better reflect our community’s diversity and the work of the committee. The group is recommending that the name be changed to the Springfield Police Advisory Committee (SPAC), and that two of the four At-Large positions be designated for representatives from the faith community and the cultural minority community. Diana Alldredge and Chris Stole will present a summary of the accomplishments of the initial Long Range Plan for Police Services, adopted in 1996, and propose that a new Plan be initiated for the next twenty-year period. Finally, Michael Bean will open a discussion regarding the past and future of public safety operating levies. The PPTF appreciates the support and trust of the Council, and would like to hear any questions or comments they may have for us. July 1, 2014 Police Planning Task Force CHARGE It is the duty of the task force to provide citizen input regarding police policy matters and implementation of the Council adopted Long Range Strategic Plan for Police Services to the Chief of Police. The task force meets not less than quarterly and is required to provide the City Council with an annual report of its activities. Source of Existence: Council Bylaws: Resolution #94-34/ Resolution #96-15 Code: No Sunset Date: Council Membership Six neighborhood/citizen-at-large representatives, one School District 19 representative, one Willamalane Park and Recreation District representative, and two representatives of the local business community. Number: 10 In City: 8, unless Council approval given Out of City: 2, representatives of School District 19 or Willamalane Park and Recreation District Terms (2 max): ---- Ward: No Qualifier: Resolution #94-34/ Resolution #96-15 Appointed By: Council application Meeting Time: Quarterly - 7:00 p.m. Police Dept. Funding Source: CDBG Funds Staff Liaison: Mike Harman, Police Department 726-2347 Council Liaison: Marilee Woodrow, 988-0955 Cmo/common/bcc/pptf Last Revised: 07/01/14 Attachment 1, Page 1 of 5 BYLAWS FOR THE POLICE PLANNING TASK FORCE ARTICLE I. ESTABLISHMENT OF THE POLICE PLANNING TASK FORCE City Council by resolution 94-34 created a citizen Police Planning Task Force (PPTF) and charged the members with the responsibility of developing a long range strategic plan for police services to include goals, policies and recommended strategies for the future. Upon completion of its task, the "The Long Range Strategic Plan for Police Services" was presented to the City Council for adoption. The City Council by resolution 96-15 adopted the plan and included in the resolution (section 4) a provision that the PPTF as constituted by Resolution 94-34 shall continue. ARTICLE II. PURPOSE Section 1. The PPTF shall provide citizen input regarding police policy matters and Long Range Plan implementation to the Chief of Police, providing input, evaluation and feedback on: a. goals, policies and strategies, b. Service delivery programs and priorities; and c. progress in establishing and maintaining coordinated and cooperative working relationships between the community, schools, other agencies and the Springfield Police Department. Section 2. The PPTF will invite and encourage public input regarding services and issues related to police services. ARTICLE III. MEMBERSHIP Section 1. PPTF members shall be appointed by the City Council. Section 2. PPTF shall have ten members consisting of: a. Six neighborhood/citizen-at-large representatives b. One School District 19 representative c. One Willamalane Parks and Recreation District Representative; and d. Two representatives of the local business community Section 3. The City Council may appoint one or more Council members to serve as Council liaison. Section 4. The Chief of Police shall be the management team liaison and is a non-voting member. (Sections 1 - 4 required by CC resolution 94-34) Attachment 1, Page 2 of 5 Section 5. Membership shall be for a 4 year term. No more than 2 consecutive terms can be served by any one member. Members serving prior to April 1996 shall have a date of appointment deemed to be April 15, 1996, concurrent with the date City Council adopted by resolution 96-15 "The Long Range Strategic Plan for Police Services". Section 6. All PPTF members are expected to attend the full committee meetings and actively solicit input and provide information on police issues with their constituencies. Section 7. All PPTF members serve at the pleasure of the City Council. A position shall be vacated by the Council when the appointee has two or more consecutive unexcused absences from the committee meetings in any twelve month consecutive month period. (Article IX, Section 3.7 of Council Operating Procedures) Section 8. A quorum for conducting business is a simple majority of the PPTF membership. (Article IX, Section 3.8 of Council Operating Procedures). ARTICLE IV. MEETINGS Section 1. The PPTF shall hold regularly scheduled meetings, no less than quarterly. Membership shall be given reasonable advance notice of each meeting. Meetings shall be open to the general public (CC resolution 96-15, Section 4). Section 2. Special meetings of the PPTF may be called by the Chairperson or at the request of no less than 4 members. Reasonable advance notice shall be provided to all PPTF members. Section 3. Meeting agendas shall be set by the chairperson with input from PPTF members and police department staff. Section 4. During meetings, the task force shall operate by consensus. In the event consensus cannot be reached, decision shall be made by majority vote. Section 5. Minutes of all PPTF meetings shall be kept on file and shall include date, time, participants, actions taken, agenda and time of adjournment. Summaries of the minutes shall be available to all PPTF members and the general public. Attachment 1, Page 3 of 5 ARTICLE V. OFFICERS, DUTIES AND ELECTIONS Section 1. The officers of PPFT shall be a chairperson and vice chairperson. Section 2. When necessary, officers shall be elected at the regular September PPTF meeting. Section 3. Officers shall be elected by ballot of PPTF members and shall serve a 2 year term with a maximum of 2 consecutive terms. In the event of an officer's resignation or removal, PPTF may appoint a replacement to serve the specific remainder of the term. Appointees may then be elected for 2 additional consecutive terms. Newly elected officers shall assume their duties at the next scheduled meeting. Section 4. Duties of the chairperson are to call meetings, plan agendas, chair the meetings and generally oversee the activities of PPTF The Chair may appoint members to represent PPTF before any public agency and also appoint special committees. The Chair shall be the primary contact person for, and liaison with the police department, the media and other organizations. Section 5. Duties of the vice chair will be to assist the chairperson in his/her duties as requested. In the absence of the chairperson, the vice chair shall carry out the duties and powers of the Chair. Section 6. An officer may be removed by a two-thirds vote of the members present at a scheduled meeting, providing prior notice of intent to submit a removal motion is in the posted agenda. ARTICLE VI. SUBCOMMITTEES Section 1. The chairperson shall appoint subcommittees as needed. Subcommittees will report to the PPTF. ARTICLE VII. REPORTS Section 1. PPTF shall provide the City Council with an annual report of its activities (CC resolution 96-15, section 4). ARTICLE VIII. AMENDMENTS TO BYLAWS Section 1. Amendments to the bylaws must be approved by a two-thirds vote of all PPTF voting members. Attachment 1, Page 4 of 5 Adopted / Rejected by 9 (nine)_ Police Planning Task Force voting members in favor of, and 0 (zero) Police Planning Task Force voting members in opposition to, at a regular Police Planning Task Force meeting on July 5th, 2001. Attachment 1, Page 5 of 5 July 1, 2014 SPRINGFIELD Police Advisory Committee CHARGE It is the duty of the Committee to provide citizen input to the Chief of Police regarding public safety matters and neighborhood livability issues, and to assist the Council in implementing the adopted Long Range Strategic Plan for Police Services. The Committee meets not less than quarterly and is required to provide the City Council with an annual report of its activities. Source of Existence: Council Bylaws: Resolution #94-34/ Resolution #96-15 Code: No Sunset Date: Council Membership Four neighborhood/citizen-at-large representatives, one School District 19 representative, one Willamalane Park and Recreation District representative, two representatives of the local business community, and one representative each from the cultural minority and faith communities. Number: 10 In City: 8, unless Council approval given Out of City: 2, representatives of School District 19 or Willamalane Park and Recreation District Terms (2 max): ---- Ward: No Qualifier: Resolution #94-34/ Resolution #96-15 Appointed By: Council application Meeting Time: Quarterly - 6:00 p.m. Police Dept. Funding Source: General Fund Staff Liaison: Michael Harman, Police Department 726-2347 Council Liaison: Marilee Woodrow, 988-0955 Cmo/common/bcc/pptf Last Revised: 02/09/15 Attachment 2, Page 1 of 5 BYLAWS FOR THE SPRINGFIELD POLICE ADVISORY COMMITTEE ARTICLE I. ESTABLISHMENT OF THE SPRINGFIELD POLICE ADVISORY COMMITTEE City Council by resolution 94-34 created a citizen Police Planning Task Force (PPTF) and charged the members with the responsibility of developing a long range strategic plan for police services to include goals, policies and recommended strategies for the future. Upon completion of its task, the "The Long Range Strategic Plan for Police Services" was presented to the City Council for adoption. The City Council by resolution 96-15 adopted the plan and included in the resolution (section 4) a provision that the PPTF as constituted by Resolution 94-34 shall continue. The Task Force continues to operate as an advisory board to the Police Department and the Council, and as such is renamed the Springfield Police Advisory Committee (SPAC). ARTICLE II. PURPOSE Section 1. The SPAC shall provide citizen input to the Chief of Police regarding public safety and neighborhood liveability issues, and shall assist with implementation of the Long Range Plan by providing input, evaluation and feedback on: a. goals, policies and strategies, b. Service delivery programs and priorities; and c. progress in establishing and maintaining coordinated and cooperative working relationships between the community, schools, other agencies and the Springfield Police Department. Section 2. The SPAC will invite and encourage public input regarding services and issues related to police services. ARTICLE III. MEMBERSHIP Section 1. SPAC members shall be appointed by the City Council. Section 2. SPAC shall have ten members consisting of: a. Four neighborhood/citizen-at-large representatives b. One School District 19 representative c. One Willamalane Parks and Recreation District Representative; and d. Two representatives of the local business community e. One representative from the cultural minority community f. One representative from the faith community Attachment 2, Page 2 of 5 Section 3. The City Council may appoint one or more Council members to serve as Council liaison. Section 4. The Chief of Police shall be the management team liaison and is a non-voting member. (Sections 1 - 4 required by CC resolution 94-34) Section 5. Membership shall be for a 4 year term. No more than 2 consecutive terms can be served by any one member. Section 6. All SPAC members are expected to attend the full committee meetings and actively solicit input and provide information on police issues with their constituencies. Section 7. All SPAC members serve at the pleasure of the City Council. A position shall be vacated by the Council when the appointee has two or more consecutive unexcused absences from the committee meetings in any twelve month consecutive month period. (Section IX, (5) 5.5 of Council Operating Procedures) Section 8. A quorum for conducting business is a simple majority of the SPAC membership. (Section IX, (5) 5.6 of Council Operating Procedures). ARTICLE IV. MEETINGS Section 1. The SPAC shall hold regularly scheduled meetings, no less than quarterly. Membership shall be given reasonable advance notice of each meeting. Meetings shall be open to the general public (CC resolution 96-15, Section 4). Section 2. Special meetings of the SPAC may be called by the Chairperson or at the request of no less than 4 members. Reasonable advance notice shall be provided to all SPAC members. Section 3. Meeting agendas shall be set in cooperation between the Chief of Police and the Chairperson, with input from SPAC members and police department staff. Section 4. During meetings, the task force shall operate by consensus. In the event consensus cannot be reached, decision shall be made by majority vote. Section 5. Minutes of all SPAC meetings shall be kept on file and shall include date, time, participants, actions taken, agenda and time of adjournment. Summaries of the minutes shall be available to all SPAC members and the general public. Attachment 2, Page 3 of 5 ARTICLE V. OFFICERS, DUTIES AND ELECTIONS Section 1. The officers of SPAC shall be a chairperson and vice chairperson. Section 2. When necessary, officers shall be elected at the regular September SPAC meeting. Section 3. Officers shall be elected by ballot of SPAC members and shall serve a 2 year term with a maximum of 2 consecutive terms. In the event of an officer's resignation or removal, SPAC may appoint a replacement to serve the specific remainder of the term. Appointees may then be elected for 2 additional consecutive terms. Newly elected officers shall assume their duties at the next scheduled meeting. Section 4. Duties of the chairperson are to call meetings, plan agendas, chair the meetings and generally oversee the activities of SPAC The Chair may appoint members to represent SPAC before any public agency and also appoint special committees. The Chair shall be the primary contact person for, and liaison with the police department, the media and other organizations. Section 5. Duties of the vice chair will be to assist the chairperson in his/her duties as requested. In the absence of the chairperson, the vice chair shall carry out the duties and powers of the Chair. Section 6. An officer may be removed by a two-thirds vote of the members present at a scheduled meeting, providing prior notice of intent to submit a removal motion is in the posted agenda. ARTICLE VI. SUBCOMMITTEES Section 1. The chairperson shall appoint subcommittees as needed. Subcommittees will report to the SPAC. ARTICLE VII. REPORTS Section 1. SPAC shall provide the City Council with an annual report of its activities (CC resolution 96-15, section 4). ARTICLE VIII. AMENDMENTS TO BYLAWS Section 1. Amendments to the bylaws must be approved by a two-thirds vote of all SPAC voting members. Attachment 2, Page 4 of 5 Adopted / Rejected by 9 (nine)_ Police Planning Task Force voting members in favor of, and 0 (zero) Police Planning Task Force voting members in opposition to, at a regular Police Planning Task Force meeting on ______________. Attachment 2, Page 5 of 5 STAKEHOLDERS Police Planning Task Force Active 06-Mar-14 Name First Second Exp Date Jack Martin (At-Large) Dec. 2008 Sept. 2013 Sept. 2017 980 N. 21st Street Springfield, OR 97477 Day/Night – 746-8982 Isa Aviad (At-Large) Nov. 2013 Nov. 2017 1230 N Street Springfield, OR 97477 Day/Night 541-606-3281 Diana Alldredge (At-Large) May 2010 July 2014 May 2018 Chair 822 N 57th Street Springfield, OR 97478 Day – 682-3798 Cell – 731-1964 Christine Stole (At-Large) June 2010 July 2014 June 2018 Vice Chair 2241 8th Street Springfield, OR 97477 Day – 434-0389 Cell – 505-1239 Michael Bean (Business) July 2014 August 2018 1220 S 69th Place Springfield, OR 97478 Day-541 393-0777 Night – 541 998-5988 Michelle Khanthanhot (At Large) July 2014 August 2018 242 73rd Place Springfield, OR 97478 Day-541 746-7900 Night-541 225-6401 Vacant (Business) Vacant (At-Large) Attachment 3, Page 1 of 2 Name First Second Exp Date Marilee Woodrow (Councilor) January 2011 NA Day/Night 541-988-0955 Quentin Hogan (Willamalane) 757 D Street September 2003 NA Springfield, Oregon 97477 Day/Work - 726-2752 Night - 345-8292 Missy Cole (Schools) August 2014 NA Thurston HS Vice Principal Springfield, OR 97478 Day/Night – 253-226-2121 Attachment 3, Page 2 of 2