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HomeMy WebLinkAbout15.F.6. Role of Scott County Association for Leadership and Efficiency (SCALE) J~ F.~ : "._--~ . CITY OF SHAKOPEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Role of SCALE DATE: December 30, 2004 INTRODUCTION: The Mayor has asked that a discussion item be placed on the January 4th meeting, to review the role of SCALE, vs. the cities' normal decision-making processes. BACKGROUND: Each city in Scott County was recently asked to review and comment on proposed rules regarding watershed management organizations that had been drafted by the Scott County Department of Environmental Health. Shakopee, along with all of the other cities in the County, expressed significant reservations about the rules as proposed (and the December 31 st date to respond). One member of the New Prague City Council asked specifically that this be a discussion item for SCALE. That lead to a question as to whether SCALE should be discussing issues such as this, without them being reviewed by individual cities and their elected officials. That in turn generated concerns about to a larger question in terms of what the role of SCALE is to be, and whether, as I understand it, SCALE should be able to make rules that affect cities. I have attached information from SCALE, including its by-laws, and Goals and Objectives for 2004-2005. I don't believe that it has ever been contemplated that SCALE would be a rule making body, but rather, it would serve as a forum for elected and staff representatives of the seven cities in Scott County, and the County itself, to discuss issues of mutual concern, and try to find more economies in the way we operate government. Recently, representatives of the Scott County Townships, as well as the school districts that are within Scott County have also attended. I believe the request to have WMO rules discussed by SCALE was out of frustration that there is currently no other forum in which to discuss issues which impact all residents of the counties, especially cities. It is my understanding that SCALE will place this on a future agenda to discuss. Whatever comes from that discussion, if the results impact cities, those would be brought back to individual cities for review and action. Note there have been actions that SCALE has taken which have not come back to the individual City Councils for discussion because those actions have increased efficiencies (to which all Councils agree philosophically). Certainly, issues which will financially impact the cities; i.e., issuance of bonds or other funding mechanisms for a prospective joint training facility, would come to each Council for approval before proceeding. ACTION REQUIRED: After reviewing the attached information, if there is still a question as to the role of SCALE, it should be discussed by the City Council. '~~ Mark McNeill City Administrator MM:th Scott County Association for Leadership and Efficiency Approved June 5, 2003 Amendments Presented September 10, 2004 Final Amendments Adopted October 15,2004 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 governing agencies 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 citizens and taxpayers and all governing agencies within Scott County. III. Membership The Association consists of the following members: Scott County; the cities of Belle Plaine, Elko, Jordan, New Market, New Prague, Prior Lake, Savage and Shakopee; the Shakopee Mdewakanton Sioux Community; School Districts serving Scott County; and Scott County Townships represented by two members appointed by the Township Association. 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 a majority vote of the membership as well as each individual participating entity. Each member may designate up to two elected officials to formally represent them at the regular meetings of the Association. Other elected officials and staff representatives from member entities are welcome to attend and participate in the meetings. Members of the Scott County legislative delegation are considered non-voting members and are encouraged to attend and participate in 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 participating members with each member having one vote. A quorum is required for formal action. A quorum consists of having a representative from at least a majority of members present at the meeting. By consensus of the membership, other voting and non-voting members may be added to the Association. Meeting times and dates ofthe membership shall be determined by a majority of the members. IV. Executive Committee An Executive Committee comprised ofthe 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 be comprised of only 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 in April of each year. Members shall serve a one-year term on a rotating schedule. Membership in the Executive Committee may change from year to year, but in the first three years will follow a representation pattern as follows: 2003 Chair: small city (less than 10,000) Vice Chair: large city (greater than 10,000) Secretary: County 2004 Chair: large city Vice Chair: County Secretary: small city 2005 Chair: County Vice Chair: small city Secretary: large city The rotation continues 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. In the absence of the Chair, the Vice Chair convenes and presides over the meeting. The Executive Committee may 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 Certain actions of the Association will need to be formally ratified by each member's policy making body. The representatives of each member entity shall be responsible for determining whether an action contemplated by the Association requires ratification of the member's policy body. Members of the Executive Committee or their designee may testify or support the positions of the Association before other Boards, Committees, Commissions, Councils or the Legislature upon majority vote of the membership. Due to a monthly meeting schedule, if time is of the essence, a decision to represent the Association may be made by the Executive Committee. The Executive Committee shall report any such action taken between meetings to the membership at the next meeting. 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. *Note: Since the inception of SCALE the membership has expanded. Given this fact, it is likely that the members will want to change the structure of the Executive Committee once the initial rotation is complete. Therefore it is likely that the By-Laws will be amended to reflect this new structure sometime between April of 2005 and April of 2006. Scott County Association for Leadership and Efficiency 2004-2005 Ob. ectives Proiects 1. Develop a specific legislative platform in a timeframe which is appropriate for the legislative ses- sion. 2. Present to members a recommendation for the location, purpose and cost-sharing for thejoint police / fire training facility. 3. Accomplish at least one project which features multi-unit cooperation to provide park / field maintenance or recreation programming. 4. Work with the County, cities and township to assure that the Capital Improvement Programs of each are consistent with respect to projects, timing and funding. 5. Identify which public facilities anticipated for future construction in Scott County should share common location. Develop plans for joint acquisition of property pursuant to #4 above. 6. Accomplish at least one project which features technology sharing between SCALE members. 7. Prepare a database for use by SCALE and non-SCALE members. 8. Identify at least two significant examples of actual cost savings and publicize. Meetings 1. Modify meeting format to allow members to informally share concerns or success stories relevant to SCALE objectives. 2. On a quarterly basis, arrange for presentations which will provide information on (a) the legisla- tive climate; (b) cooperative efforts of others, (c) refinement of SCALE legal foundation, or (d) im- provement of group dynamics or expertise. Marketing 1. Establish a web site for SCALE as part of an existing site or a. new one. 2. Have each entity with a web site provide a link to the SCALE site. 3. Prepare at least one SCALE videotape for re-broadcast on cable tv and to loan to member organi- zations to show to staff and line personnel. 4. Supply press releases to newspapers serving member communities for all significant SCALE initia- tives and actions. SCOllloBUllllssocl81.loB A coalition of local units of government in Scott County, encouraging greater efficiencies and leadership in public service 18,1' lead,elshill aind EDlcilenct through enhanced communication, collaboration of services and sharing of resources. PRESS RELEASE - Wednesdav. Dec. 15 SCALE held up as model organization in state auditor's Best Practices Review The Scott County Association for Leadership and Efficiency, a coalition of 27 local governments in Scott County, has been cited as an example of the type of cooperation and partnerships that are needed during this difficult financial period for the state of Minnesota. In a report entitled "Cooperative Efforts in Public Service Delivery" released Tuesday, Dec. 14 and available online at www.auditor.state.mn.us, State Auditor Pat Anderson praised the organization and urged officials throughout the state to follow suit. "In a short period of time, the SCALE organization has already provided Scott County taxpayers with better government services at a lower cost," said Anderson. "The state would benefit if all Minnesota local governments adapted the SCALE concept within their county." "Doing so would serve as a catalyst for more cooperation." The report was written as a guidebook or "how-to manual" for local government cooperation. It includes a discussion of those elements that are essential to the success of a 'cooperative effort and specific best practices for exploring, evaluating and implementing cooperative agreements. Anderson was the guest speaker at the SCALE organization's July meeting. Spurred in part by information gleaned from that visit and the follow-up efforts of John Mulcahy, a management analyst in Scott County's Office of Public Affairs, and others in the SCALE organization, the auditor's office chose to single out the organization. SCALE was formed in the spring of 2003 to encourage greater efficiencies and leadership in public service through enhanced communication, collaboration of services and sharing of resources. Initially, SCALE consisted of representatives of Scott County and the mayors and city managers/administrators of each of its eight cities. In its second year, this growing organization has welcomed representatives of the county's school districts and townships, as well as the Shakopee Mdewakanton Sioux Community. SCALE meets on a monthly basis, and its meetings now feature community issues forums and quarterly guest speakers in addition to its old and new business items. "We're honored that Auditor Anderson sees SCALE as model organization for all counties in the state of Minnesota," said Jack Haugen, chairman of SCALE and mayor of Prior Lake. "Weare committed to the benefits of partnering and collaboration and look forward to the ongoing success ofthe SCALE organization." SCOIII BOIUJIIIJ Associalloll A coalition of local units of government in Scoit County, encouraging greater efficiencies and leadership in public service lor lea,dersbin alld ElIlGiellGI through enhanced communication, collaboration of services and sharing of ,-.-' ,. '._.w"'- resources. PRESS RELEASE - Wednesdav. Dec. 8 Visit by Met Council chairman, legislative platform presentation highlight meeting Peter Bell, chairman of the Met Council, told members of the Scott County Association for Leadership and Efficiency on Friday, Dec. 3 that traffic congestion remains the single greatest livability Issue facing the Twin Cities metro area. Bell, the featured speaker at the Peter Bell, chairman of the Met Council, addresses organization's monthly meeting, SCALE leaders, including organizational Chairman Jack spoke for nearly 30 minutes on a Haugen (left) and Lee Shimek of the Prior Lake/Savage wide range of topics. Area School District. Bell said his goals for the final year of his five-year term are to continue working to expand parks and open spaces and to make progress on the Met Council's transportation agenda - which was bolstered over the weekend with the opening of the second leg of the Haiwatha rail line from Fort Snelling to the Mall of America. "This region will grow by I million people over the next 30 years," said Bell. "Where are they going to live? That's the core question - the need to find enough transportation, to have enough airport capacity, and to have enough wastewater treatment solutions. "It's a regional question because the cities can't answer it all by themselves. This has to be a partnership, with all of us looking at these issues. together." But Bell reiterated that despite the challenges, "growth is a good thing," noting that the vitality of the Twin Cities area is based on that growth, and that other areas of the state that are in the opposite situation, and losing population, have their own unique set of problems. The financial crisis facing the state - a projected deficit of $700,000 for 2006-07, adjusted to $1.4 million for inflation - gives the state little flexibility to address growth- related issues, however. "The governor has said new revenues are off the table, and I agree with him," said Bell. Scott County Administrator David Unmacht noted a change of Met Council direction under Bell's leadership, saying there is greater cooperation today than ever before, a point echoed later by other SCALE leaders. But Unmacht wondered aloud how SCALE leaders could convince Gov. Tim Pawlenty that additional funding is needed to address these growth-related needs. Bell said Pawlenty is cognizant of suburban needs relating to transportation. During his presentation, Bell also provided interesting insights about the explosive growth of Scott County, citing the following projections: . The percentage of metropolitan area residents living in Scott County is projected to double in the next 25 years. In 2000, Scott County had 3 percent of the metro area's population. By 2030, it is projected to be home to 6 percent of the metro's population. In numbers, the county's population is projected to grow from 90,000 to 221,000. The number of households is projected to grow from 21,000 to 87,000. . Median household incomes in Scott County are increasing nearly twice as fast as the rest of the region, to the point where Scott County now has the highest median household income in the region, $66,600. Washington County ranks second at $66,300. Legislative platform In the culminating moment of weeks of behind- the-scenes work, SCALE leaders formally presented their organization's legislative platform to members of the Scott County legislative delegation. Four of the 10 lawmakers with ties to Scott County attended, including Sens. Tom Neuville and Claire Robling and Reps. Mike Beard and Ray Cox. The complete legislative platform follows on pages three and four of this news release. Presenters included Scott County Public Works Director Lezlie Vermillion, Savage City Administrator Barry Stock, Scott County Commissioner Barbara Marschall, Scott County Administrator David Unmacht, Prior Lake City Manager Frank Boyles, New Prague Superintendent Frankie Poplau, Jordan Mayor Ron Jabs and Jordan City Administrator Linda Waite-Smith. Other business In other business discussed on Friday: . Bumsville-Eagan-Savage School District Superintendent Ben Kanninen, this year's recipient of the superintendent of the year award in Minnesota, was honored by the organization at the start of the meeting. . Prior Lake Mayor Jack Haugen used the final few moments of meeting time to recognize Steve Pierson, a member of the Spring Lake Township Board of Supervisors. Pierson, who has frequently attended SCALE meetings as a representative. of Scott County townships, lost his reelection bid by a narrow margin. Haugen thanked Pierson for his contributions to the organization and praised his work for the township. Next meeting When SCALE leaders reconvene in January, they are expected to resume talks on the joint training facility which is being pondered for the county's police officers and firefighters. The meeting is scheduled for Friday, Jan. 7 at 7:30 a.m. the Prior Lake Fire Station, 16776 Fish Point Road SE. Shakopee City Administrator Mark McNeill said representatives of the architectural firm that has been studying the project in recent months will attend the January SCALE meeting, noting that they will provide an overview of their findings to date. Other items which are expected to appear on the January agenda include an update on transit, the equipment sharing agreement, 800 MHz radio communications and a follow-up on a meeting with the Builders Association of the Twin Cities. Mission Finance (Budget/Bonding) Goals Policy Goals Legislative goals that are about direct funding Legislative goals that are about new or modified statutory in nature lanQuaQe (policv) in nature Safe and Effective Initiative 1: Increase transportation funding levels to Initiative 1: Support an increase in the state gas tax. Modify the CSAH Infrastructure meet the needs identified in MnDot district plans and MSAS formula to provide equity for the growth regions with new gas prioritized on performance measures identified in tax funds. the State Transportation and IRC Plans. In Scott County these corridors include: TH 169 and TH 13. {Administrative}: Work with MnDot Commissioner and Governor to insure that MnDot Metro Districts funding target increases with needs and is Initiative 2: {Administrative} Support policy changes determined by performance measures not penalized by growth. Current , which elevate the importance of management formula penalizes the growth region. corridors and freight corridors within MnDot and Met Council. Initiative 2: Support dedication of Minnesota Vehicle Excise Tax (MVET) for transportation funding (transit and highway). Initiative 3: Seek additional funding sources to advance the construction of a Minnesota River Initiative 3: Authorize cities to charge a collector street fee to fund the crossing in the vicinity of TH 41 consistent with the construction of roadways for which there are no present funding source TH 169 and TH 212 IRC studies within the 20 year (Le., special assessments or Municipal State Aid). plan. Robust and Sustainable Initiative 1: Mandates in general are critical Initiative 1: Local governments are restricted in their ability to raise money Economy components of local government services. for transportation improvements. Scott County has over 2.0 M visitors However, any new mandates must be fully funded annually to our attractions. State policy should allow for Scott County to by the level of government imposing it. collect a local option "ticket tax" for dedicated transportation investment purposes. Initiative 2: Collaboration and cost sharing in local government is essential to the future of our communities. State policy should include incentives and positive inducements to undertake studies and cooperative service delivery programs and activities. Healthy and Initiative 1: Seek funding mechanisms (state and Initiative 1: Authorize impact fees to assist school districts to fund Successful federal) to cover unusual costs associated with the expansions (land and buildings) required by development Citizens protection of the Savage Fen and the development of sustainable water supply. Initiative 2: Create a state educational funding formula that recognizes the unique needs and challenges of growing districts. Livable and Initiative 1: The priorities for state bonding Initiative 1: Smaller cities do not have the resources to administer their Secure resources must include an allocation and communities in the same manner as larger cities. To address this Communities consideration for the acquisition and development of concern an increase in the planning application review period for cities parks, trails, greenways, and open spaces in rapidly less than 5000 from 60 to 90 days would be a practical solution. growing and developing areas of the Twin Cities. Initiative 2: Provide county governments that are responsible for planning in the rural areas with development authorities and powers consistent to or equitable with municipalities. Final SC8tt 881lltl AssoclaOol1 A coalition of local units of government in Scott County, encouraging greater efficiencies and leadership in public service fel l,eollielSlllilOi 0,0,111 Elli'cleo,cv through enhanced communication, collaboration of services and sharing of resources. PRESS RELEASE - Wednesdav. Dec. 15 SCALE held up as model organization in state auditor's Best Practices Review The Scott County Association for Leadership and Efficiency, a coalition of 27 local governments in Scott County, has been cited as an example of the type of cooperation and partnerships that are needed during this difficult financial period for the state of Minnesota. In a report entitled "Cooperative Efforts in Public Service Delivery" released Tuesday, Dec. 14 and available online at www.auditor.state.mn.us, State Auditor Pat Anderson praised the organization and urged officials throughout the state to follow suit. "In a short period of time, the SCALE organization has already provided Scott County taxpayers with better government services at a lower cost," said Anderson. "The state would benefit if all Minnesota local governments adapted the SCALE concept within their county." "Doing so would serve as a catalyst for more cooperation." The report was written as a guidebook or "how-to manual" for local government cooperation. It includes a discussion of those elements that are essential to the success of a cooperative effort and specific best practices for exploring, evaluating and implementing cooperative agreements. Anderson was the guest speaker at the SCALE organization's July meeting. Spurred in part by information gleaned from that visit and the follow-up efforts of John Mulcahy, a management analyst in Scott County's Office of Public Affairs, and others in the SCALE organization, the auditor's office chose to single out the organization. SCALE was formed in the spring of 2003 to encourage greater efficiencies and leadership in public service through enhanced communication, collaboration of services and sharing of resources. Initially, SCALE consisted of representatives of Scott County and the mayors and city managers/administrators of each of its eight cities. In its second year, this growing organization has welcomed representatives of the county's school districts and townships, as well as the Shakopee Mdewakanton Sioux Community. SCALE meets on a monthly basis, and its meetings now feature community issues forums and quarterly guest speakers in addition to its old and new business items. "We're honored that Auditor Anderson sees SCALE as model organization for all counties in the state of Minnesota," said Jack Haugen, chairman of SCALE and mayor of Prior Lake. "We are committed to the benefits of partnering and collaboration and look forward to the ongoing success of the SCALE organization."