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HomeMy WebLinkAbout10D - S.C.A.L.E. Status Report MEETING DATE: AGENDA #: PREPARED BY: AGENDA ITEM: DISCUSSION: CITY COUNCIL AGENDA REPORT May 19, 2003 h 100 ~~ Frank Boyles, City Manager '\ CONSIDER APPROVAL OF A REPORT REGARDING THE SCOTT COUNTY ASSOCIATION FOR LEADERSHIP AND EFFICIENCY. History: The 2020 Vision and Strategic Plan encourages the City to exercise financial prudence, as well as recognize the importance of partnerships. Given the State's budget situation, the Governor and State Financial Commissioner have encouraged local units of governments to look for ways to do things more cost-effectively. Indeed, the cuts in Local Government Aid and. Market Value Credit underscore this need. Accordingly, Scott County and Scott County cities have begun meeting as a group for the purpose of promoting more cost-effective government. Current Circumstances: The committee has now met on four occasions, once with local legislators, to pursue its objectives. The committee consists of an elected official and an appointed official of the County and each of the cities within Scott County. Mayor Ron Jabs of Jordan, Mayor Jack Haugen, and Scott County Commission Chair Jon Ulrich have been elected President, Vice President and Secretary respectively. The committee already has a number of accomplishments completed or underway: 1. Established its name - "Scott County Association for Leadership and Efficiency" . 2. Created a Mission Statement - A coalition of/ocal units of government in Scott County encouraging greater efficiencies and leadership in public service, through enhanced communication, collaboration of services and sharing of resources. 3. A draft set of bylaws have been prepared for adoption at a future meeting (draft attached). 4. Prepared a list of over 90 examples of cooperation already underway between Scott County local units of government. 5. Conducted a meeting including State legislators to share examples of past and future collaboration. 6. Identified areas for greater sharing, including (a) capital equipment, (b) cooperative purchasing, (c) civil enforcement tool; and (d) joint training on common topics such as drug & alcohol, sexual harassment, and employee safety. The group has identified action steps intended to implement each of the new areas of cooperation enumerated in #6 above. 16200 Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (952) 447-4230 / Fax (952) 447-4245 1:\COUNCIL\AGNRPTS\2003\SCALE REPORA~a..L OPPORTUNITY EMPLOYER Conclusion: In addition to working toward improving cost-efficiency in Scott County area government, this group has other objectives as well. Scott County, prior to the dramatic development of the area, has received little or no legislative consideration. State transportation plans give little or no consideration to Scott County for example. So, a future focus of the group will be to communicate with the legislature so they are more familiar with the needs of Scott County. If Councilmembers have suggestions for additional areas of cooperation, please share them. ALTERNATIVES: (1) Motion and Second to accept and file the report. (2) Take no action and provide additional direction. RECOMMENDED MOTION: Alternative (1). 1:\COUNCIL\AGNRPTS\2003\SCALE REPORT.DOC Sd~~for ~-BIoIIq MONDAY, MAY 12, 2003 (7:301Rl) ... Prior Lake Fire Station No.1 (18778 Rsh Point Road) AGENDA [J Welcome (Jordan Mayor Ron Jabs, Chair) [J Review/Discuss Draft Bylaws (Scott County Administrator Dave Unmacht) [J Recommendations for New Area of Collaboration: Topic One: Capital Equipment Inventory (Luayn) Topic Two: Cooperative Purchasing (Luayn) Topic Three: Civil Enforcement Program (Frank) Topic Four: Joint Training Opportunities and Activities (Barry) [J Future Meeting Schedule [J Adjourn Draft Conceptual Framework of the By-Laws Scott County Association for Leadership and Efficiency I. Offices The official office of the Association shall be the Scott County Government Center. The Association may assign the offices to other locations upon approval of the membership. II. Purpose of Organization The primary purpose of the Association is to form a coalition of local units of government in Scott County for the purpose of encouraging greater efficiencies and leadership in public service through enhanced communication, collaboration of services and sharing of resources. The Association will also be an advocate for influence and resources from the regional agencies and other levels of government that will benefit all local units of government within Scott County. ill. Membership .~ )~. ~ Membership in the Association shall be open to any incorporated City!and Scott County. At this time no membership fee is required; the Association may elect to impose a fee at some time in the future. Any fee assessed to members is subject to approval by the membership as well as each individual participating entity. Each City and Scott County may designate two elected officials to represent them at the regular meetings of the Association. Staffs from the Cities and Scott County are welcome to attend and participate in the meetings. It is the intention of the Association that business be conducted by general consensus and informal direction. However, in the event that formal action is needed, votes may be taken by each of the elected officials present with no City or County having more than two votes. A quorum is required for formal action. A quorum consists of The Association may consider adding other non-voting members to its meeting roster, such as the Township Association and/or the School District's in Scott County. Meeting times and dates of the membership shall be determined by a majority of the members. An annual meeting will be held in January of each year. IV. Executive Committee An Executive Committee comprised of the Chair, Vice Chair and Secretary shall oversee the business and affairs of the Association. The primary purpose of the Executive Committee is to promote the Association, develop meeting agendas; and recommend goals, objectives, activities and projects to the members. The Executive Committee shall only be comprised of elected officials. Staff may be asked to support or advise the Executive Committee as needed and required by the Committee members. The Executive Committee shall be elected by a majority vote of the members at the annual meeting and shall serve a one-year term on a rotating schedule. Membership in the Executive Committee may change from year to year, but will follow a representation pattern as follows: 2003 Chair: Vice Chair: Secretary: 2004 Chair: Vice Chair: Secretary: 2005 Chair: Vice Chair: Secretary: small city large city County (less than 10,000) (greater than 10,000) large city County small city County small city large city The rotation continues on in a similar pattern unless duly voted on and changed by the members at an annual meeting. The Chair presides at all meetings of the Association and Executive Committee and in the absence of the Chair the Vice Chair convenes and presides over the meeting. The Executive Committee can recommend to the membership that additional ad-hoc committees be formed to pursue and further the mission and purpose of the Association. Membership in the committees shall be determined at the time of their formation. A staff member from Scott County is assigned to take notes and minutes and to the extent practical maintain all official records and correspondence of the Executive Committee and Association. Upon approval of the Executive Committee, the staff representation may change from Scott County to another local unit of government. v. Action Any formal action of the Association is likely to require support and approval from each affected participating elected body. The Association may testify or support the request made from its membership in front of the City Council(s) and/or County Board. VI. Amendments Amendments to the By-Laws shall be approved only after a majority vote of the membership. Amendments may be introduced at any regular meeting of the Association. Bylawsscale Scott County Association for Leadership and Efficiency Project Description State the Issue Being Addressed Clearinghouse of Capital Equipment Brief Description of the Project Eliminate some of the duplication of purchases and encourage sharing of resources between units of government. Identify the results and outcomes that will be accomplished Greater leverage of local tax dollars to provide more efficient use of tax dollars What are the estimated cost savings if known or anticipated? Estimated cost savings are unknown at this time. What is the process and who are the necessary participants? Circulate this list among the public works superintendents, police chiefs and fire departments. This could be addressed in the mutual aid agreements with each of the Cities. What is the timeframe for the project? List will be competed by May 30, 2003. Citycountyfive Scott County Association for Leadership and Efficiency Cooperative Project Description State the Topic or Issue being addressed E~h".~t.'rWA-~ t>.f' Q..\~ Q.o A 04!. ~ z.l)~") O~~~ YV""b'4'1 ~\~~ \ Provide a brief description and possible costs associated with the activity or project Q..y-". -~, e,",,~v-c:.. -\ -1\ ~~ u' -h.... h~ \... DW"i4.<-. \!i.~\.o.l".) \.~~ c.1r\o4\-v\M:.h~ 0+:"\\\")...\ d.-LL~ 0"" ""<.+o..~"'J ~c...\\~. Qi".til P"Oe.l!">H~ o...,.t..- ....+,J:ee..}..,~ f.- \. w.-t- L/O r""'" , i" t. . ~i,,; I +-L.- - " t , . > . . ",-, ~ b What is the timeframe for the project? ~ 0 d. ~ '- ,,~ ~ ,?_eJ... ~ )Uc.-& 4. h ~ ~"\A.&L- \ i Citycountytive Attachment No. 1 Scott County Association for Leadership and Efficiency Cooperative Project Description State the issue being addressed. Duplication of City/County Sponsored Employment Training Programs Provide a brief description and possible costs. Local units of government are required by statute and federal law to provide safe working conditions for their employees. To accomplish this objective, local units of government must provide training and OSHA reporting in a wide variety of areas. It would be beneficial to identify how these training programs can be coordinated and offer to all association members. Current annual training costs per jurisdiction vary between $1,000 and $10,000. Identify the results and outcomes that will be accomplished. . Elimination of currently duplicated programs and services, thereby reducing costs for each association member. . Sharing personnel expertise with others who may have insufficient resoUrces. What are the estimated cost savings for the project? Total annual costs could potentially be reduced by 50% or more depending on the level of participation and final program design. What is the process and who are the necessary participants? It is proposed that each association member identify a person within his or her organization that currently manages and/or coordinates training programs. The work group would identify training needs and current programs offered within each organization and attempt to identify areas of collaboration where efficiencies can be achieved. What is the timeframe for the project? It is anticipated that the work group would meet on at least three occasions to develop a program that would include estimated cost savings and a format for implementation. The program development phase is expected to be completed with 60 to 90 days.