5.i) Staff Report-Approval of Citizen Complaint Form Requirements �
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SCANDIA
Staff Renort
Date of Meeting: January 15, 2013
To: City Council
From: Kristina Handt, City Administrator
Re: Approval of Citizen Complaint Form Requirements
Agenda Item#: S.i)
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.
At the January work session the Council reviewed and recommended approval of the Citizen
Complaint form.
Issue:
Should citizens be required to submit their complaints in writing?
Proposal Details:
T'he 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. T'he 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.
Resolution 01-15-13-04 approves the form and requires its use for non-emergency concerns,
including but not limited to code enforcement and permitting issues,raised by Scandia property
owners.
If approved the form would be available on the City website in a downloadable format and in the
City offices.
Options:
1) Approve Resolution O1-15-13-04
2) Amend and then Approve Resolution 01-15-13-04
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3) Do not require the use of the form for complaints.
Recommendation:
Option 1
CITY OF SCANDIA
RESOLUTION NO.: 01-15-13-04
RESOLUTION APPROVING USE OF CITIZEN COMPLAINT FORM
WHEREAS,the City Council wants to remain responsive to citizen concerns; and
WHEREAS, the City Council wants to make an efficient use of city resources in responding
to citizen concerns and complaints;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SCANDIA, WASHINGTON COiJNTY, MINNESOTA, that it approves the attached Citizen
Complaint Form and requires it to be used for all non-emergency concerns, including but not limited
to code enforcement and permitting issues,raised by Scandia property owners.
Adopted by the Scandia City Council this 15th day of January, 2013.
Randall Simonson, Mayor
ATTEST:
Kristina Handt, Administrator/City Clerk
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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 Initial
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