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HomeMy WebLinkAbout05-25-2017 Public Safety Task Force Agenda Packet Saratoga Public Safety Task Force Agenda - Page 1 of 2 SARATOGA PUBLIC SAFETY TASK FORCE REGULAR MEETING MAY 25, 2017 6:00 P.M. REGULAR MEETING City Hall, Administrative Conference Room | 13777 Fruitvale Avenue, Saratoga, CA 95070 ROLL CALL REPORT ON POSTING OF THE AGENDA The agenda for this meeting was properly posted on May 18, 2017. ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS Any member of the public may address the Public Safety Task Force for up to three (3) minutes on matters not on the Agenda. The law generally prohibits the Public Safety Task Force from discussing or taking action on such items. However, the Public Safety Task Force schedule the item for discussion at a future meeting. AGENDA ITEMS: 1. Public Safety Task Force Minutes Recommended Action: Review and approve draft minutes from the April 27, 2017 meeting. Draft Minutes 2. Solved Crime/Arrest Rates Recommended Action: Receive and review information to be presented at the May 25, 2017 meeting. 3. Public Safety Task Force Work Plan Recommended Action: Consider development of a proposed work plan for the Public Safety Task Force based on Council priorities and timeline of the Public Safety Task Force. Report Saratoga Public Safety Task Force Agenda - Page 2 of 2 4. Future Agenda Items Recommended Action: Consider agenda items for upcoming meetings. ADJOURNMENT CERTIFICATE OF POSTING OF THE AGENDA, DISTRIBUTION OF AGENDA PACKET, & COMPLIANCE WITH AMERICANS WITH DISABILITIES ACT I, Crystal Bothelio, City Clerk for the City of Saratoga, declare that the foregoing agenda for the meeting of the Public Safety Task Force was posted and available for review on May 18, 2017 at the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, CA 95070 and on the City's website at www.saratoga.ca.us. Signed this 18th day of May 2017 at Saratoga, California. Crystal Bothelio, City Clerk In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials provided to the Public Safety Task Force by City staff in connection with this agenda are available at the office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, CA 95070. In Compliance with the Americans with Disabilities Act, if you need assistance to participate in this meeting, please contact the City Clerk at 408.868.1269. Notification 24 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. [28 CFR 5.102-35.104 ADA title II] PUBLIC SAFETY TASK FORCE AGENDA PLANNER MEETING DATE AGENDA ITEMS March 27, 2017  Nomination of Chair/Vice Chair  Overview of State/City Laws & Policies  Review Public Safety Task Force Objectives, Development of Work Plan  Meeting Schedule  Future Agenda Items April 27, 2017  Review/approval of Minutes  Review of Public Safety Statistics  Proposed Public Safety Task Force Work Plan May 25, 2017  Review/approval of Minutes  Solved Crime/Arrest Data  Proposed Public Safety Task Force Work Plan  Future Agenda Items June 22, 2017  Review/approval of Minutes  Future Agenda Items July 27, 2017  Review/approval of Minutes  Future Agenda Items August 24, 2017  Review/approval of Minutes  Future Agenda Items September 28, 2017  Review/approval of Minutes  Future Agenda Items October 26, 2017  Review/approval of Minutes  Future Agenda Items November 23, 2017 *  Review/approval of Minutes  Future Agenda Items December 28, 2017 *  Review/approval of Minutes  Future Agenda Items January 25, 2018  Review/approval of Minutes  Future Agenda Items February 22, 2018  Review/approval of Minutes  Future Agenda Items March 22, 2018  Review/approval of Minutes  Future Agenda Items April 26, 2018  Review/approval of Minutes  Future Agenda Items May 24, 2018  Review/approval of Minutes  Future Agenda Items June 28, 2018  Review/approval of Minutes  Future Agenda Items July 26, 2018  Review/approval of Minutes  Future Agenda Items August 23, 2018  Review/approval of Minutes  Future Agenda Items September 27, 2018  Review/approval of Minutes  Future Agenda Items October 25, 2018  Review/approval of Minutes  Future Agenda Items November 22, 2018 *  Review/approval of Minutes  Future Agenda Items * Meeting falls on City Hall holiday/closure. Meeting to be rescheduled or canceled. RESOLUTION 17-010 - PUBLIC SAFETY TASK FORCE ROLE/DUTY: “The Public Safety Task Force will serve in an advisory capacity to the City Council on matters related to public safety and is charged with providing recommendations that can be considered and utilized by the City Council to enhance public safety in the City of Saratoga.” PUBLIC SAFETY TASK FORCE MEMBERSHIP FIRST NAME LAST NAME NOMINATED BY CITY EMAIL Ray Cosyn Vice Mayor Bernald rcosyn@saratoga.ca.us Sudip Ghosal Council Member Kumar sghosal@saratoga.ca.us John Hirokawa Chair Council Member Cappello jhirokawa@saratoga.ca.us Rebecca Jepsen Mayor Lo rjepsen@saratoga.ca.us Chuck Page Vice Chair Council Member Miller cpage@saratoga.ca.us Saratoga Public Safety Task Force Minutes - Page 1 of 3 MINUTES APRIL 27, 2017 PUBLIC SAFETY TASK FORCE REGULAR MEETING Chair John Hirokawa called the regular meeting to order at 6:12 p.m. in the City Hall Administrative Conference Room at 13777 Fruitvale Avenue, Saratoga, CA. ROLL CALL PRESENT: Members Ray Cosyn, Sudip Ghosal, John Hirokawa, Rebecca Jepsen, Chuck Page ABSENT: None ALSO PRESENT: James Lindsay, City Manager Captain Rich Urena, Santa Clara County Sheriff’s Office Crystal Bothelio, City Clerk/Asst. to City Manager REPORT ON POSTING OF THE AGENDA Crystal Bothelio, City Clerk/Asst. to the City Manager, the agenda for this meeting was properly posted on April 20, 2017. ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS None AGENDA ITEMS: 1. Public Safety Task Force Minutes Recommended Action: Review and approve draft minutes from the March 27, 2017 meeting. PAGE/HIROKAWA MOVED TO APPROVE DRAFT MINUTES FROM THE MARCH 27, 2017 MEETING WITH A CORRECTION TO A TYPO IN THE SECOND MOTION OF ITEM NUMBER 1. MOTION PASSED. AYES: COSYN, GHOSAL, HIROKAWA, JEPSEN, PAGE. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 2. Public Safety Statistics Recommended Action: Receive and review public safety information. Captain Rich Urena shared information about crime trends. Task Force Member Cosyn provided an overview of the Traffic Safety Commission’s recommendation to the City Council regarding crime prevention. 3 Saratoga Public Safety Task Force Minutes - Page 2 of 3 Crystal Bothelio, City Clerk/Assistant to the City Manager provided information about Santa Clara County Fire Department calls in Saratoga and Saratoga Community Emergency Response Team (CERT). Task Force Member Ghosal data on arrests or solve rates for 2014, 2015, and 2016, to assess effectiveness of enforcement and prevention measures. Captain Urena noted that there may be significant delays between when a crime is committed and when arrests are made or a case is solved. As a result, arrests or solved cases in 2015 may not reflect efforts made that year to address or prevent crime. Chair Hirokawa recommended that the data distinguish between violent and non-violent crimes. Task Force Member Cosyn noted that when the Traffic Safety Commission considered metrics to measure success one data point the Commission thought would be useful is call volume. Task Force Member Jepsen suggested that the Task Force center its work plan on the goal of making Saratoga the safest city in California. Task Force Member Cosyn shared that one of the focal points of the Traffic Safety Commission’s recommendations was to create an effective website for crime prevention and the Neighborhood Watch Program. Task Force Member Ghosal suggested development of a mobile app, where residents can access safety information as well as other information. 3. Public Safety Task Force Work Plan Recommended Action: Consider development of a proposed work plan for the Public Safety Task Force based on Council priorities and timeline of the Public Safety Task Force. Chair Hirokawa restated two possible work plan items that developed out of the discussion on public safety statistics, including improved website, mobile app, and metric to measure success, such as arrest or solve rates. The Task Force discussed the challenges of communicating with the public, noting that communications need to be brief, multiple formats are required, and not all residents have access to email or computers. Vice Chair Page proposed that the Task Force speak with residents at the Neighborhoods Joint Meeting on June 7 to see how they like to receive information. 4 Saratoga Public Safety Task Force Minutes - Page 3 of 3 Task Force Member Cosyn noted a few communication channels in Saratoga, including Saratoga News, Council Meetings, and KSAR. Chair Hirokawa considered the possibility of translating materials into other languages and suggested a quarterly or monthly publication on what is happening in the community and what to be aware of. Task Force Member Jepsen added that a quarterly article in the Saratoga News might also be an option. Vice Chair Page suggested that rather than sending communications quarterly, it could be done as issues or topics arise. Task Force Member Jepsen recommended that the Task Force bring Neighborhood Watch leaders together to socialize, get to know each other, and share experiences. She also suggested that the Task Force increase the number of Neighborhood Watch groups, perhaps doubling the current number, and work towards establishing one CERT member in every neighborhood. She also proposed a Saratoga Safety Fair where people can learn about public safety. It could include vendors and information about various tools that are available. Task Force Member Ghosal suggested that the Task Force develop ideas or suggestions for keeping Neighborhood Watch groups active and engaged and tracking engagement levels. Task Force Member Jepsen added that it would be helpful to provide Neighborhood Watch groups with guidelines for what they should or could be doing. 4. Future Agenda Items Recommended Action: Consider agenda items for upcoming meetings. The Task Force agreed to review and prioritize work plan ideas at the next meeting. ADJOURNMENT Chair Hirokawa adjourned the meeting at 8:21 p.m. Minutes respectfully submitted: Crystal Bothelio, City Clerk/Asst. to the City Manager City of Saratoga 5 CITY OF SARATOGA Memorandum To: Public Safety Task Force From: Crystal Bothelio, City Clerk/Assistant to the City Manager Date: May 25, 2017 Subject: Public Safety Task Force Work Plan When forming the Public Safety Task Force, the City Council chose to leave development of a work plan in the hands of the Task Force. The Task Force brainstormed work plan ideas at the April 27, 2017 meeting after receiving a summary of public safety data. These ideas included: 1. Public Safety Commutations/Outreach:  Improved public safety website  Mobile app with public safety information  Improving public safety communications, including increased communication, broader communication, regularly occurring communications (quarterly or as issues/topics arise), and translation of public safety communications 2. Neighborhood Watch Initiatives:  Neighborhood Watch leader get together  Increase number of Neighborhood Watch groups  Increase CERT Members, 1 CERT member per neighborhood  Guidelines for Neighborhood Watch efforts  Identify and monitor metric for measuring Neighborhood Watch engagement  Tips for Neighborhood Watch engagement (keeping neighbors active and engaged) 3. Identify and monitor metric for measuring success of public safety efforts 4. Saratoga Safety Fair (including presentations from Sheriff’s Office on domestic violence reporting and prevention, identify theft prevention, and burglary prevention) While the City Council did not define the work plan of the Task Force, the City Council did discuss ideas for the Task Force at the February 1, 2017 Council Meeting. Video of the meeting is available at www.saratoga.ca.us/ccagenda and a summary of discussion is included below. - Coordination of National Night Out or similar event where public can exchange ideas, become more familiar with resources available from the Sheriff’s Office for the public, and foster relationship between Sheriff’s Office and community. This event could be held after summer school breaks and on a weekend to encourage attendance. 6 - Enhance and expand the number of Neighborhood Watch groups in Saratoga through a variety of means, such as development of best practices to support development of Neighborhood Watch, events, and training - Study local government use of surveillance technology - Provide public outreach on crime prevention - Review and recommend content for City website Based on the ideas generated, staff has prepared the attached work plan framework to assist the Task Force. After the Task Force creates its proposed work plan, staff will arrange a time for the Public Safety Task Force to present its work plan to the City Council for consideration and direction on moving forward. 7 Draft Public Safety Task Force Work Plan Framework MISSION: Enhance public safety in the City of Saratoga. GOAL: Bring greater awareness to public safety through outreach and education; strengthen partnerships between residents and their neighbors, the City, and public safety agencies; and monitor and track progress of City efforts. PROPOSED ACTION ITEMS IMPLEMENTATION OPTIONS ADDITIONAL INFORMATION 1. Outreach and Education: A. Create an improved public safety website  Review existing content and provide staff with recommended changes before the launch of the new City website, scheduled for late summer/early fall 2017. In 2016, the City started consolidating public safety information on a single page. This content was fully consolidated is on the City’s website at www.saratoga.ca.us/stayingsafe after the Traffic Safety Commission’s recommendation to improve public safety information on the City website. The page includes law enforcement, fire, and emergency preparedness information. B. Create a mobile app that includes public safety information  Provide staff with recommendations for desired content and functionality to be implemented in mobile app available through CivicPlus.  Review effectiveness of mobile app after implementation. The City’s agreement with CivicPlus for development of a new website includes a mobile app. The app can be used to feature priority content, such as public safety information. Users can opt into receiving push notifications and can send messages to the City, including reports of graffiti or other non-emergency issues. There are also several companies that provide mobile apps that serve a similar function, including CitySourced and SeeClickFix. Though costs vary, ranging from just over $5,000 to $15,000 per year depending on functionality. C. Increase public safety communications on a broad range of public safety topics and provide regular communications on public safety (as needed or on a set schedule)  Create a public safety communications plan that identifies the audience, strategies for communicating (including priority messages/information and communication frequency), format for communications (such as email), and measure for success. The City has been building a database of Neighborhood Watch contacts through the Neighborhood Watch registration and grant. The City sends news and information periodically to the 274 people subscribed to the City’s Neighborhood Watch email distribution. These emails have included a summary of 2016 crimes, 8 tips for preventing crime, and information about the City’s Neighborhood Watch program. D. Hold a Saratoga Safety Fair that provides residents with a variety of public safety resources, including information on domestic violence reporting/prevention, identity theft prevention, and burglary prevention  Identify event objectives and create an estimated event budget  Request event funding from the City council  Schedule event date and time  Work with staff to create outreach strategy  Document event planning process and lessons learned so that it can be recreated in future years City facilities, including the Joan Pisani Community Center, Saratoga Prospect Center, and City parks, can be reserved at no cost. Additionally, the Saratoga Library Community Room and West Valley College facility rental costs are waived for the City. An event of this type would likely require staffing to provide set up and clean up. 2. Strengthen Partnerships: A. Host a gathering of Neighborhood Watch leaders  Schedule event date and time  Work with staff to create outreach strategy  Document event planning process and lessons learned so that it can be recreated in future years To register with the City, each Neighborhood Watch group is required to have at least one point of contact. Given that there are no rules or requirements for the structure of a Neighborhood Watch Group, different groups have used different strategies for organizing their neighborhood. While some groups have identified a single lead, others have several leads, including block captains. B. Increase the number of Neighborhood Watch groups  Identify areas without a Neighborhood Watch  Conduct targeted outreach to those areas to solicit interest in Neighborhood Watch, including CERT members that may not be part of an existing Neighborhood Watch There are currently 41 Neighborhood Watch groups registered with the City of Saratoga. Additionally, 21 grants have been issued to Neighborhood Watch groups. C. Encourage collaboration between Neighborhood Watch and CERT by working to have 1 CERT member per neighborhood  Identify Neighborhood Watch groups without active CERT Members  Conduct targeted outreach to those areas to solicit interest in CERT There are 65 CERT Members that are registered in the City of Saratoga. D. Establish guidelines and tips for forming and keeping Neighborhood Watch groups active  Survey or solicit input from Neighborhood Watch groups to better understand what has worked well and should be avoided when forming Neighborhood Watch groups or keeping them active, as well as what support the City can provide to help Neighborhood Watch groups 9  Draft a guide for forming a Neighborhood Watch group and keeping it active  Recommend changes to the City’s Neighborhood Watch registration process, if necessary 3. Monitor and Track Progress: A. Develop a metric for measuring success of public safety efforts, such as arrest rates  Work with Sheriff’s Office to identify effective measures for tracking progress, including crime rates, calls to 911, and arrest rates or case solved rates  Identify regular review period (such as annual or quarterly) to monitor success B. Measure/monitor engagement of Neighborhood Watch groups  Create Neighborhood Watch survey for leads to inquire about activities and engagement  Regularly review Neighborhood Watch registration and grant applications (such as annual or quarterly) 10