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5.f) Staff Report-Approval of Citizen Complaint Form Requirements c� � , � � � ��� 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. � "`�"J;' �� 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