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Home My WebLink About03-22-2018 Public Safety Task Force Agenda Packet Saratoga Public Safety Task Force Agenda - Page 1 of 2 SARATOGA PUBLIC SAFETY TASK FORCE REGULAR MEETING MARCH 22, 2018 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 March 16, 2018. 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 February 22, 2018 meeting. 2. Public Safety Metrics Recommended Action: Review monthly update to public safety metrics. Metrics will be provided at the meeting. 3. Commission Work Plan Study Session Debrief Recommended Action: Discuss and review the Commission Work Plan Study Session on March 5, 2018, including implementation of City Council direction. 4. Neighborhood Watch Registration and Guidelines Recommended Action: Discuss the registration process for new Neighborhood Watch groups and guidelines for existing groups; develop and consider recommendations for improvement. Saratoga Public Safety Task Force Agenda - Page 2 of 2 5. Neighborhood Watch/CERT Gathering Recommended Action: Receive update on Neighborhood Watch/CERT Gathering, confirm attendance at the event and event logistics, and provide feedback. 6. Saratoga Safety Fair Recommended Action: Receive update on Saratoga Safety Fair and provide feedback. 7. Future Agenda Items Recommended Action: Consider agenda items for upcoming meetings. The next meeting is on April 26, 2018. ADJOURNMENT CERTIFICATE OF POSTING OF THE AGENDA, DISTRIBUTION OF AGENDA PACKET, & COMPLIANCE WITH AMERICANS WITH DISABILITIES ACT I, Crystal Bothelio, Deputy City Manager 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 March 16, 2018 at the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, CA 95070 and on the City's website at www.saratoga.ca.us. Signed this 16th day of March 2018 at Saratoga, California. Crystal Bothelio, Deputy City Manager 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 408.868.1294. 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  Public Safety Metrics (Arrest Data: on-view vs warrant, Calls for Service)  Work Plan Implementation Council Priorities & Implementation Timeline  City Budget Overview  Work Plan Item: Improved Public Safety Webpage  Work Plan Item: Mobile App that Includes Public Safety Information  Future Agenda Items July 27, 2017  Review/approval of Minutes  Monthly Public Safety Metrics  Work Plan Item: Neighborhood Watch Leader Gathering  Work Plan Item: Mobile App  Rescheduling November and December Meeting Dates  CERT Overview  Future Agenda Items August 24, 2017  Review/approval of Minutes  Monthly Public Safety Metrics  Work Plan Item: Mobile App  Work Plan Item: Neighborhood Watch Leader Gathering  Scheduling the Saratoga Safety Fair & CERT/Neighborhood Watch Leader Gathering  Rescheduling November and December Meeting Dates  Future Agenda Items September 28, 2017  Review/approval of Minutes  Monthly Public Safety Metrics  Work Plan Item: Neighborhood Watch Gathering  Work Plan Item: Saratoga Safety Fair  Work Plan Item: Neighborhood Watch & CERT Gathering  Future Agenda Items October 26, 2017  Review/approval of Minutes  Monthly Public Safety Metrics  Work Plan Item: Neighborhood Watch Gathering – Debrief  Work Plan Item: Public Safety Webpage  Ongoing Success and Sustainability of Neighborhood Watch o Work Plan Item: Review Neighborhood Watch Process/Guidelines 3 o Work Plan Item: Guidelines for Keeping Neighborhood Watch Groups Active  Work Plan Item: Neighborhood Watch & CERT Gathering  Work Plan Item: Saratoga Safety Fair  Future Agenda Items November 28, 2017  Review/approval of Minutes  Monthly Public Safety Metrics  Work Plan Item: Saratoga Safety Fair (Fundraising Plan)  Public Safety Task Force Budget Requests  Work Plan Item: Increase Neighborhood Watch Groups  Future Agenda Items January 25, 2018  Review/approval of Minutes  Monthly Public Safety Metrics  Task Force Work Plan and Status Update  Work Plan Item: Saratoga Safety Fair (including resource booth outreach)  Preparation for Joint Meeting with Saratoga CERT Leadership  Public Safety Postcard  Neighborhood Watch Brochure  Future Agenda Items February 22, 2018  Review/approval of Minutes  Monthly Public Safety Metrics  Joint Meeting with CERT Leadership o Work Plan Item: Neighborhood Watch/CERT Collaboration o Work Plan Item: Neighborhood Watch & CERT Gathering  Commission Work Plan Study Session & Task Force Work Plan  Neighborhood Watch Brochure  Future Agenda Items March 5, 2018 Commission Work Plan Study Session March 22, 2018  Review/approval of Minutes  Monthly Public Safety Metrics  Commission Work Plan Study Session Debrief  Work Plan Item: Review Neighborhood Watch Registration Process, Neighborhood Watch Guidelines  Work Plan Item: Neighborhood Watch & CERT Gathering  Work Plan Item: Saratoga Safety Fair (Status Update)  Future Agenda Items April 21, 2018 Neighborhood Watch/CERT Get Together 5:00 p.m. – 7:30 p.m. Saratoga Prospect Center, Friendship Hall April 26, 2018  Review/approval of Minutes  Monthly Public Safety Metrics  Work Plan Item: Neighborhood Watch Lead Survey  Work Plan Item: Neighborhood Watch & CERT Gathering  Work Plan Item: Saratoga Safety Fair  Future Agenda Items May 20, 2018 Saratoga Safety Fair 1:00 p.m. – 5:00 p.m. West Valley College, Campus Center May 24, 2018  Review/approval of Minutes  Monthly Public Safety Metrics 4  Work Plan Item: Saratoga Safety Fair  Public Safety Postcard (August 2018)  Work Plan Item: Reducing Crime and Keeping California Safe Act of 2018  Future Agenda Items June 28, 2018  Review/approval of Minutes  Monthly Public Safety Metrics  Future Agenda Items July 26, 2018  Review/approval of Minutes  Monthly Public Safety Metrics  Public Safety Postcard (August 2018)  Work Plan Item: Public Safety Task Force Transition Plan  Future Agenda Items August 23, 2018  Review/approval of Minutes  Monthly Public Safety Metrics  Future Agenda Items September 27, 2018  Review/approval of Minutes  Monthly Public Safety Metrics  Public Safety Postcard (November 2018)  Future Agenda Items October 25, 2018  Review/approval of Minutes  Monthly Public Safety Metrics  Public Safety Postcard (November 2018)  Future Agenda Items November 22, 2018 *  Review/approval of Minutes  Monthly Public Safety Metrics  Future Agenda Items * Meeting falls on City Hall holiday/closure. Meeting to be rescheduled or canceled. 5 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 Mayor Bernald rcosyn@saratoga.ca.us Sudip Ghosal Council Member Kumar sghosal@saratoga.ca.us John Hirokawa Chair Vice Mayor Cappello jhirokawa@saratoga.ca.us Rebecca Jepsen Council Member Lo rjepsen@saratoga.ca.us Chuck Page Vice Chair Council Member Miller cpage@saratoga.ca.us 6 PUBLIC SAFETY TASK FORCE WORK PLAN Approved June 7, 2017, Revised March 5, 2018 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 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. 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. 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.  Include schools in communication efforts to target parents. 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 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 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 7 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 D. Review process and guidelines for forming Neighborhood Watch groups  Recommend changes to the City’s Neighborhood Watch registration process, if necessary E. Establish guidelines for 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  Draft a guide for keeping a Neighborhood Watch group active 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) 4. Council Directed Items A. Transition Plan  Create transition plan that provides guidance and recommendation for the City Council to consider following the sunset of the Task Force in November 2018. B. Reducing Crime and Keeping California Safe Act of 2018  Review the Reducing Crime and Keeping California Safe Act of 2018 and provide the City Council with a recommendation on whether to support the initiative. CITY COUNCIL PRIORITIES & DIRECTION FOR IMPLEMENTATION: - Improve Public Safety Website - Communications and Outreach o Include schools in outreach to target parents - Gathering of Neighborhood Watch Leaders - Development of metric(s) - Present any budget requests that may be needed to achieve work plan items to the Council by the December 6, 2017 City Council Meeting 8 Saratoga Public Safety Task Force Minutes - Page 1 of 3 MINUTES FEBRUARY 22, 2018 PUBLIC SAFETY TASK FORCE REGULAR MEETING Chair John Hirokawa called the regular meeting to order at 6:06 p.m. ROLL CALL PRESENT: Members Ray Cosyn, John Hirokawa, Rebecca Jepsen, Chuck Page ABSENT: Member Sudip Ghosal ALSO PRESENT: Crystal Bothelio, Deputy City Manager Lt. Marc Lehmann, Santa Clara County Sheriff’s Office Michael Taylor, Recreation & Facilities Director Jeff Walker, Saratoga CERT REPORT ON POSTING OF THE AGENDA Deputy City Manager Crystal Bothelio reported that the agenda for this meeting was properly posted on February 15, 2018. ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS None AGENDA ITEMS: 1. Joint Meeting with Saratoga CERT Leadership Recommended Action: Open joint meeting with the Saratoga CERT Leadership, introduce Task Force and CERT leadership members to each other. Consider opportunities for collaboration between CERT and the Task Force and/or Neighborhood Watch. Discuss the Neighborhood Watch leaders/CERT gathering planned for April 2018. The Public Safety Task Force provided an overview of the Neighborhood Watch Gathering, the reasons for the desire for a gathering between Neighborhood Watch leaders and CERT members, and expressed an overall desire to create more synergy between the two groups. Jeff Walker and Recreation and Facilities Director Michael Taylor shared information about the rules and regulations that impact CERT, as well as the CERT structure and organization in the City of Saratoga. The group discussed some of the primary disaster concerns in Saratoga. 9 Saratoga Public Safety Task Force Minutes - Page 2 of 3 Jeff Walker suggested that the meeting start with a brief overview of both Neighborhood Watch and CERT, so that attendees understand the basic structure and responsibilities of both groups. The Task Force confirmed that there is agreement on holding the Neighborhood Watch/CERT Gathering on April 21, 2018 at Saratoga Prospect Center from 5:00 p.m. to 7:30 p.m. The group also agreed to conduct small group discussions with one member of the Public Safety Task Force and CERT Leadership with each group to help guide discussions. There was also consensus on the list of small group instructions and discussion questions. 2. Public Safety Task Force Minutes Recommended Action: Review and approve draft minutes from the January 25, 2018 meeting. PAGE/JEPSEN MOVED TO APPROVE DRAFT MINUTES FROM THE JANUARY 25, 2018 MEETING. MOTION PASSED. AYES: COSYN, HIROKAWA, JEPSEN, PAGE. NOES: NONE. ABSTAIN: NONE. ABSENT: GHOSAL. 3. Public Safety Metrics Recommended Action: Review monthly update to public safety metrics. Metrics will be provided at the meeting. The Task Force discussed recently crime trends, including identity theft, mail theft, and recent residential burglaries. 4. Commission Work Plan Study Session Recommended Action: Discuss the March 5, 2018 Work Plan Study Session with the City Council. The Task Force discussed the logistics of the Work Plan Study Session and agreed to add the date of the Neighborhood Watch/CERT Gathering in the Draft Work Plan. 5. Public Safety Postcard Recommended Action: Provide feedback on the May public safety postcard. The Task Force reviewed the postcard, directed staff to prioritize tips based on importance and provided direction on order, and requested that the postcard clarify that solicitors should have City issued photo ID badges instead of using the word permit. The Task Force approved the postcard with the requested changes. 6. Neighborhood Watch Brochure Recommended Action: Provide feedback on draft Neighborhood Watch brochure. 10 Saratoga Public Safety Task Force Minutes - Page 3 of 3 The Task Force discussed Neighborhood Watch orientations that are not conducted by the City or Sheriff’s Office. Task Force Member Cosyn left the meeting at 7:17 p.m. The Task Force provided revisions to the brochure for staff to implement and then directed staff to make the brochure publicly available. 7. Future Agenda Items Recommended Action: Consider agenda items for upcoming meetings. The next meeting is on March 22, 2018. Neighborhood Watch Registration and Guidelines ADJOURNMENT Chair Hirokawa adjourned the meeting at 7:29 p.m. Minutes respectfully submitted: Crystal Bothelio, Deputy City Manager City of Saratoga 11 CITY OF SARATOGA Memorandum To: Public Safety Task Force From: Crystal Bothelio, Deputy City Manager Date: March 22, 2018 Subject: Public Safety Metrics At the June 22, 2017 Public Safety Task Force Meeting, the Task Force requested monthly update to public safety metrics, including reported crime, arrests, and suspicious calls. This information is now provided as a monthly agenda item, so that the Task Force may discuss the data if desired. 12 Burglary, Residential ID Theft, Forgery, Fraud Vandalism Grand Theft Burglary, Vehicle Domestic Violence Burglary, Commercial Auto Theft Simple & Aggravated Assaults Sex Crimes Robbery 2014 98 66 24 32 34 21 26 20 8 6 1 2015 123 103 36 29 33 29 24 20 13 9 1 2016 130 107 31 24 15 31 16 9 21 9 6 2017 69 70 19 23 14 20 19 18 12 7 6 2018 15 10 5 1 2 2 2 1 1 0 0 0 20 40 60 80 100 120 140 CRIMES 2014 -2018 2014 2015 2016 2017 2018 13 Burglary, Residential 38% ID Theft, Forgery, Fraud 26% Vandalism 13% Grand Theft 2% Burglary, Vehicle 5% Domestic Violence 5% Burglary, Commercial 5% Auto Theft 3%Simple & Aggravated Assaults 3% Sex Crimes 0%Robbery 0% CRIMES 2018 14 15 7 6 4 10 3 7 0 3 9 5 3 12 5 10 0 2 4 6 8 10 12 14 Jan 2017 Feb 2017 Mar 2017 Apr 2017 May 2017 Jun 2017 July 2017 Aug 2017 Sep 2017 Oct 2017 Nov 2017 Dec 2017 Jan 2018 Feb 2018 Residential Burglaries 2017 -Feb 2018 16 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan 2018 Feb 2018 # Residential Burglaries 7 6 4 10 3 7 0 3 9 5 3 12 5 10 Arrests 0 4 2 2 0 0 0 0 1 0 1 1 1 3 Patrol Arrests 0 4 2 0 0 0 0 0 0 0 1 1 1 3 Detective/Warrant Arrests 0 0 0 2 0 0 0 0 1 0 0 0 0 0 Calls for Service 25 36 28 20 22 24 17 38 34 17 24 40 29 26 0 5 10 15 20 25 30 35 40 45 RESIDENTIAL BURGLARY, ARRESTS, & CALLS FOR SERVICE BY MONTH -2017 TO FEB2018 17 2014 2015 2016 2017 2018 Total Arrests 25 7 8 11 1 Patrol Arrests 14 6 6 8 1 Detective/Warrant Arrests 11 1 1 3 0 # Residential Burglaries 98 123 130 69 5 0 20 40 60 80 100 120 140 RESIDENTIAL BURGLARY & ARRESTS 2014 -2018 18 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 2014 Calls 22 26 27 24 23 21 31 26 15 20 21 23 2015 Calls 15 30 27 26 27 24 16 25 13 22 28 43 2016 Calls 28 25 39 25 29 16 24 37 37 34 33 53 2017 Calls 25 36 28 20 22 24 17 38 34 17 24 40 2018 Calls 29 26 0 10 20 30 40 50 60 CALLS FOR SERVICE/SUSPICIOUS ACTIVITY 2014 -2018 BY MONTH 19 2014 2015 2016 2017 2018 Calls 279 296 380 325 55 Res. Burglaries 98 123 130 69 15 0 50 100 150 200 250 300 350 400 CALLS FOR SERVICE & RESIDENTIAL BURGLARIES 2014 -2018 20 Santa Clara County Sheriff’s Office Crime Definitions Burglary, Residential The criminal offense of breaking and entering a residence illegally for the purpose of committing a crime. Identity Theft, Forgery, Fraud Identity Theft: Knowingly transferring or using, without lawful authority, a means of identification of another person with the intent to commit, or to aid or abet, any unlawful activity Forgery: The creation of a false written document or alteration of a genuine one, with the intent to defraud Fraud: A false representation of a matter of fact—whether by words or by conduct, by false or misleading allegations, or by concealment of what should have been disclosed—that deceives and is intended to deceive another so that the individual will act upon it to her or his legal injury. Vandalism Deliberate defacing or destruction of property Grand Theft Unlawful taking in any of the following, with the intent to steal:  Money, labor, or property with a value of over $950  Farm products including domestic fowl and crops with a value of over $250  Ocean and agricultural products taken from a research facility with a value of over $250  Money, labor, or property taken by an employee from their direct employer over a 12 month period with an aggregate value of over $950  Property taken from the person of another  When the property taken is a car, firearm, horse, or any other farm animal, regardless of value Burglary, Vehicle The criminal offense of breaking and entering a vehicle illegally for the purpose of committing a crime. Domestic Violence Abuse or threats of abuse when the person being abused and the abuser are or have been in an intimate relationship (married or domestic partners, are dating or used to date, live or lived together, or have a child together) Burglary, Commercial The criminal offense of breaking and entering a commercial building illegally for the purpose of committing a crime. Auto Theft Unlawful taking or driving of a vehicle Simple & Aggravated Assaults Simple Assault: Unlawful attempt, coupled with a present ability, to commit a violent injury on the person of another Aggravated Assault: Assault with an "aggravating circumstance" to elevate the charges against the defendant. For example, use of a deadly weapon is often considered an aggravating circumstance that can elevate a charge to aggravated assault. Sex Crimes Criminal acts involving but not limited to rape, indecent exposure, lewd conduct, sexual assault, child pornography, child sex abuse, and violations of sex offender registration requirements pursuant to PC 290. Robbery The taking of money or goods in the possession of another, from his or her person or immediate presence, by force or intimidation. 21 CITY OF SARATOGA Memorandum To: Public Safety Task Force From: Crystal Bothelio, Deputy City Manager Date: March 22, 2018 Subject: Commission Work Plan Study Session Debrief On March 5, 2018, the City Council held a study session to review the proposed 2018 work plans for each of the Commissions (not including the Planning Commission or Youth Commission). During the meeting, the Task Force shared its work plan and progress to date. The City Council requested two additions to the Task Force’s Work Plan: - Transition Plan. Develop a transition plan for the sunset of the Public Safety Task Force in November 2018. The transition plan should outline any recommendations for what should happen after the Task Force concludes its work. This has been tentatively placed on the Task Force Agenda Planner for July 2018. - Reducing Crime and Keeping California Safe Act of 2018. Provide a recommendation to the City Council on the Reducing Crime and Keeping California Safe Act of 2018. This has been tentatively placed on the Task Force Agenda Planner for May 2018. More information about the Reducing Crime and Keeping California Safe Act of 2018:  Initiative Website  Fiscal Summary  Attorney General Title/Summary  Local News Story 22 CITY OF SARATOGA Memorandum To: Public Safety Task Force From: Crystal Bothelio, Deputy City Manager Date: March 22, 2018 Subject: Neighborhood Watch Registration and Guidelines The Public Safety Task Force Work Plan includes several items focused on encouraging new Neighborhood Watch groups to form and keeping existing groups active and engaged. Specifically, the Work Plan includes: - Review process and guidelines for forming Neighborhood Watch groups - Establish guidelines for keeping Neighborhood Watch groups active PROCESS AND GUIDELINES FOR FORMING NEIGHBORHOOD WATCH GROUPS Under the current process, Neighborhood Watch Groups can self-register their name and boundaries using a simple online form or a form available at City Hall. The registration process has been kept very simple to encourage formation of new groups. While not mandatory, groups are encouraged to: - Identify at least one point of contact and alternates (if available) - Provide basic Neighborhood Watch group information, including group name, boundaries, number of households, and any established communications method - Provide recommended signage locations (if signage is not already in place) - Conduct an orientation with the Sheriff’s Office and Neighborhood Watch members. If the group has not yet held an orientation with the Sheriff’s Office prior to registration then the City will help new groups schedule a Neighborhood Watch orientation with the Sheriff’s Office. After orientation, the Public Works Department will work with individual neighborhoods to install signage. Additionally, the City offers a $300 Neighborhood Watch grant to each group to help jumpstart Neighborhood Watch activities for new and existing groups. All registered Neighborhood Watch groups are displayed on the City’s Neighborhood Watch map. Possible Neighborhood Watch Registration Modifications Based on staff observations of the formation process, the Task Force may want to consider recommending that the registration process for Neighborhood Watch be modified. Some suggested changes include: - No overlapping Neighborhood Watch Boundaries. If a new group proposes boundaries that overlap with an existing Neighborhood Watch, the new group would be asked to join the existing group or adjust boundaries so that there is no overlap. There are several existing groups with overlapping 23 boundaries. It appears several of these were formed as a result of lack of communication between new and existing groups. - Neighborhood-Based Orientations Meetings with the Sheriff’s Office. New groups would be required to conduct a Neighborhood Watch Orientation led by the Sheriff’s Office that all residents in the Neighborhood Watch group are invited to attend. This ensures information is shared neighborhood-wide. It also helps strengthen relationships between neighbors, as well as between the Sheriff’s Office and residents. - Demonstrated Engagement. New groups would be required to demonstrate engagement from a majority of households in the new Neighborhood Watch area. For example, residents forming a new group could verify that they spoke to or attempted to speak to a majority of households in the new Neighborhood Watch group to demonstrate that residents were made aware of the effort to form a Neighborhood Watch. Staff has received a number of calls from residents who did not realize they are part of an existing group and this process would help ensure Neighborhood Watch leads make an effort to contact their neighbors during the formation process, bringing greater awareness to Neighborhood Watch and strengthening relationships in the community. - Defined Communications Plan. New groups would need to describe how they will communicate, including how residents will receive information (email group, Facebook group, phone tree, etc.), what will be communicated, who will be responsible for sending communications, how often communications will be sent, and how communications will be maintained (who will be responsible for keeping a roster up to date, who will update the group email, etc.). The plan should also address how the group will tackle special challenges, such as residents without access to email or the internet. Communication is one of the single biggest challenges shared among all Neighborhood Watch groups and it is essential to keeping Neighborhood Watch groups active. Requiring groups to think about communications in advance may help new groups stay connected. While these modifications might help new groups stay active and engaged in the long-term, they will also make the registration process more difficult and may discourage some groups from registering with the City. The Task Force has discussed several ideas to help new groups launch that may help mitigate barriers created by adding requirements to the registration process. - Quarterly Neighborhood Watch Introductory Meetings. The Task Force suggested holding quarterly meetings open to the public to introduce Neighborhood Watch and the registration process to residents who are unfamiliar with the Neighborhood Watch program. City staff could conduct these meetings at various times to accommodate different schedules and availability. - Neighborhood Watch Mentors. The Task Force has discussed the possibility of creating Neighborhood Watch Mentors who have experience forming a Neighborhood Watch group and keeping it active. Mentors would advice new Neighborhood Watch leads. Additionally, mentors may be asked to provide assistance with initial formation work, such as going door-to-door to introduce the idea of creating a Neighborhood Watch group. However, ideally, the residents who live in a new group should be able to take on responsibility of forming the group. If a new leader is unable to get support from other neighbors in the formation process, it is unlikely the group will be sustainable long-term. GUIDELINES FOR KEEPING NEIGHBORHOOD WATCH GROUPS ACTIVE In addition to laying the groundwork from long-term success through changes to the registration process, there may be additional opportunities to further support Neighborhood Watch groups in this 24 area. The Task Force has discussed method for keeping groups engaged several times and identified a number of strategies to help Neighborhood Watch groups active. These include: - Require Existing Groups to Hold 1 Social Gathering Per Year. The Task Force recommended that existing groups demonstrate that they have had at least 1 social gathering in the last year to be eligible to receive grant funding. - Neighborhood Watch Lead Gatherings. The Neighborhood Watch Lead gatherings recommended by the Task Force help reinvigorate leaders and provide them with the opportunity to learn from the lessons of others. - Improved, Regular City Communications. The City now sends out a quarterly Neighborhood Watch e-newsletter and a quarterly public safety postcard, in addition to regularly featuring public safety topics in the City’s other communication channels, which include social media and the monthly email newsletter. Regular communication on this topic helps ensure public safety stays on the forefront of the community’s mind, thereby encouraging groups to continue the efforts of Neighborhood Watch. - Neighborhood Watch & CERT Collaboration. The Task Force met with CERT leadership and will be holding a joint gathering of Neighborhood Watch leads and CERT members to promote collaboration between the two programs. This will likely result in cross promotion of both programs. Additionally, engagement in CERT may also serve as another way for Neighborhood Watch group members to stay connected. - Neighborhood Watch Input & Guide. Two implementation strategies identified by the Task Force for creating guidelines for keeping Neighborhood Watch groups active include seeking input from Neighborhood Watch groups to help understand what groups should or should not to do to keep members engaged and creating a guide for keeping groups functional. The Task Force collected some information from leads on this topic at the Neighborhood Watch Lead gathering in October. Based on this feedback and any additional feedback received at the April gathering of Neighborhood Watch and CERT, staff can schedule a draft guide for Task Force consideration at a future meeting. 25 CITY OF SARATOGA Memorandum To: Public Safety Task Force From: Crystal Bothelio, Deputy City Manager Date: March 22, 2018 Subject: Neighborhood Watch/CERT Gathering On February 22, 2018, the Task Force and CERT Leadership held a joint meeting on the Neighborhood Watch/CERT Gathering on April 21, 2018 to consider the objectives and logistics of the event. The date, time, location, objectives, and logistics were confirmed and are outlined below. Because the Task Force will not meet again before the April gathering, the Task Force should provide final guidance on all event details. Invitations have been sent to Neighborhood Watch leads and CERT members. Additionally, staff will call Neighborhood Watch and CERT leadership to make sure that they are aware of the gathering and encourage them to attend. Date, Time, and Location: Saturday, April 21, 2018 5:00 p.m. – 7:30 p.m. Saratoga Prospect Center, Friendship Hall Objectives: Identify opportunities for Neighborhood Watch and CERT to become more cohesive and support each other. Event Program: Event Program 5:00 p.m. Event Start & Dinner 5:30 p.m. Welcoming Remarks, Overview of Neighborhood Watch, and Small Group Discussion Instructions 5:45 p.m. Small Group Discussions 7:00 p.m. Report From Small Group Discussions 7:30 p.m. Event End Small Group Discussions: Attendees will be divided into 5 groups based on the CERT divisions of Saratoga. One member of the Task Force and one member of the CERT leadership team will be assigned to each group 26 to help facilitate breakout discussions and keep the group on point. Facilitators and each group will receive instructions for discussions and questions to facilitate discussion. Draft instructions and questions are shown below. Instructions: - Conduct a round of introductions. Each person should share their name, the group that they are part of (such as CERT or the name of their Neighborhood Watch group), and their role in CERT or Neighborhood Watch. - Designate one member of the group as the note taker. This person will document key findings or recommendations and then report out at the end of small group discussions. - At the end of small group discussions, each group will be asked to report 2 to 3 key findings. Discussion Questions: 1. What are the benefits and purpose of Neighborhood Watch and CERT? 2. What challenges do Neighborhood Watch and CERT face? 3. How can Neighborhood Watch and CERT support each other? 4. What, if any, opportunities are there for collaboration between Neighborhood Watch and CERT? 5. How can Neighborhood Watch and CERT become more integrated and collaborative in my neighborhood and throughout the City? 27 CITY OF SARATOGA Memorandum To: Public Safety Task Force From: Crystal Bothelio, Deputy City Manager Date: March 22, 2018 Subject: Saratoga Safety Fair On December 6, 2017, the City Council authorized $3,000 in funding for the Saratoga Safety Fair on May 20, 2018 at West Valley College from 1:00 p.m. to 5:00 p.m. At that time, the City Council also approved the Task Force’s proposed fundraising plan to allow a $250 sponsorship fee to be charged to non-government/non-profit service organizations. Additionally, the City Council directed the Task Force to exclude firearms dealers or companies from the fair. Staff has started outreach for the event, including seeking out Resource Fair participants. Additionally, staff is in contact with West Valley College for coordination of the event facility. Below is a summary of the event. Resource Fair Participants The City Council provided direction that firearms dealers or companies may not participate in the Saratoga Safety Fair. Additionally, the Task Force has already agreed to limit the business resource table hosts to those that offer public safety related services or products. The Task Force may identify other categories of businesses to exclude. Event Program & Presentations Time Activity 1:00 p.m. Event Start 1:30 p.m. Welcoming Remarks/Announcement of Presentations and Activities (15 min) 2:00 p.m. Public Safety Presentation 1: Domestic Violence (15 min) 2:45 p.m. Public Safety Presentation 2: Personal Safety (15 min) 3:15 p.m. Public Safety Presentation 3: Home Fire Safety & Escape Plans (15 min) 3:45 p.m. Public Safety Presentation 4: Scams & Identity Theft (15 min) 4:30 p.m. Public Safety Presentation 5: Human Trafficking (15 min) 5:00 p.m. Closing Remarks/Event End (5 min) 6:00 p.m. Cleanup Ends Outreach Date Activity February 2018 Begin Accepting Resource Table Sponsorship Applications March 2018 Begin Community Outreach April 19, 2018 Resource Table Sponsorship Application Deadline 28 May 20, 2018 Saratoga Safety Fair About the Saratoga Safety Fair One of the Public Safety Task Force work plan items includes holding a fair that provides residents with a variety of public safety resources, such as crime prevention or bicycle safety. At the September meeting, the Task Force agreed to hold the event in May 2018. At the November 2017 meeting, the Task Force agreed upon an event budget of $3,000. In addition to the resource tables, activities for children and several public safety presentations and will be offered. There will also be Sheriff’s Office and Fire Department vehicles on display. At the October meeting, the Task Force requested that staff prepare a Fundraising Plan for the Saratoga Safety Fair to allow the City to charge a $250 sponsorship fee per table for business/commercial resource table hosts. In December, the City Council approved the Fundraising Plan. Resource table sponsor applications will be accepted on a first-come, first- served basis. If spaces are filled before the end of application period, the application process will be closed. 29