5.f) Staff Report-Approval of Citizen Complaint Form Requirements c� � , �
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SCANDIA
Staff Report
Date of Meeting: January 8, 2013
To: City Council
From: Kristina Handt, City Administrator
Re: Approval of Citizen Complaint Form Requirements
Agenda Item#: 5.fl
Background:
At previous meetings, the Council has discussed with staff the number of complaints received at
the city offices from citizens,particularly code enforcement related concerns. At the City
Administrator's initial review the Council discussed requiring citizens to submit their complaints
in writing.
Issue:
Should citizens be required to submit their complaints in writing?
Proposal Details:
A proposed complaint form is included in your packet. It was modeled after another community
in Washington County. It requires the complainant's name and contact information as well as
signature. The back of the form outlines the steps staff will need to take to follow up on the
complaint and allows space for recording those actions.
Should the form be used only for complaints related to zoning or code enforcement? Should it
apply to other complaints such as those related to snow removal?
Options:
1) Require the use of the form for all complaints submitted to the City.
2) Make changes to the form.
3) Do not require the use of the form for complaints.
Recommendation:
After the Council decides when the form will be required, direct staff to place the issue on the
consent agenda for the next meeting.
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SCANDIA
City of Scandia
Citizen Complaint Form
(To be completed by Citizen)
Complainant's Name
Phone
Complainant's Address
Signature of Complainant
Given to Date
(Name of City Staff Member)
Nature of Complaint
FOR OFFICE USE ONLY-Date and Inirial
1. Method used to verify non-compliance:
• On-site inspection
• Photographs taken
� Deputy verifies expired
vehicle registration(For Junk Cars Only)
3. Clerk prepares &mails complaint report
4. Deadlines &Verifying Corrections
• Property owner to comply by:
• On that date,the Clerk re-inspects
to verify that non-compliance
has been corrected.
If possible,photograph
any continued non-compliance.
• Deputies verify vehicle registration
is current if a junk car issue.
5. If property owner has not corrected
the non-compliance:
• Clerk provides Deputy or City Attorney
with packet of information on this
non-compliance.
• Date Deputy issues citation—
if applicable.
• Date City Attorney issues citation—
if applicable.
• What is scheduled court date?
(Check with Clerk of Courts)
• Results of hearing
• Comments
• Date File Closed