HomeMy WebLinkAbout01/05/1988, C-3 - IMPLEMENTATION OF POLICE 3/12 WORK SCHEDULE PLANoVf�,a city o� Sant 3 OBIspo
MMMOMIM COUNCIL AGENDA REPORT
FROM: James M. Gardiner, Chief of Police _,,.'
SUBJECT: Implementation of Police 3/12 Work Schedule Plan
CAD RECOMMENDATION:
BACKGROUND:
MEET 8a E.
Consen
Adopt resolution approving modification and extension of addendum to
Memorandum of Agreement between the City of San Luis Obispo and the San
Luis Obispo Police Officers' Association.
Approximately fifteen months ago the Police Department initiated a test program in
the patrol Division. The objective was to test the feasibility of a 3112 work
plan in place of the 5/8 shift plan. Under the 3/12 schedule each patrol officer
works three 12 -hour days each week with two 8 -hour pay -back days during the 28 day
work cycle. The employee works the same number of hours each work cycle as in an
5/8 plan. However, the City and Department now have greater scheduling
flexibility with the same number of people. The employees have more quality
blocks of time with their families.
The potential strengths and weaknesses were thoroughly discussed in previous
reports. What we have'learned is that there are significant benefits to both the
employee and the City. If we continue this schedule, under the current plans and
agreements, the City should continue to have reduced court time costs, field
overtime costs and CTO costs, while increasing scheduling flexibility. The
concerns over potential fatigue, psychological distancing and manpower
availability have not materialized. Internal surveys revealed a significant
increase in morale and strong support for this kind of work plan. I have now had
approximately four months to examine this schedule and have found that the results
outlined by former Chief Don Englert in his report of March 25 are still valid.
Previous research indicated that other alternative work schedules were not
feasible for a department of this size, and /or cost effective for the City.
The current addendum called for a three month return to the standard 5/8 work plan
on January 1, 1988. This was to allow for an evaluation of the 3/12. After over
15 months of ongoing evaluation, both the Department and the Police Association
believe that a return to the 5/8 would be disruptive and counter productive.
Alternatives
1. Continue this work schedule on a permanent basis unless or until it is no
longer beneficial to both the City and its Police employees.
Pros - The program has proven mutually beneficial to both the City and the
employees.
Cons - Long -range impact still to be determined.
2. Return to the standard 5/8 work schedule for three -month test, period or
permanently.
Pros - None
Cons - Would be disruptive and have a negative impact on morale.
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MGM COUNCIL AGENDA REPORT
Concurrences
The City Attorney and Personnel Director have reviewed this plan and our reports
and support continuing this work schedule under current agreements.
Recommendations
Adopt alternative number one to continue this work schedule, while maintaining all
normal manaaement prerogatives.
Attachments
1. Proposed Rersolution with Exhibit A
2. Resolution 6216 (1987 Series) with Exhibits A and S.
3. Chief Englert's staff report, March 25, 1987.
Attachment 1
RESOLUTION NO. (1988 SERIES)
A RESOLUTION OF THE CITY COUNCIL OF
THE CITY OF SAN LUIS OBISPO EXTENDING THE
CURRENT ADDENDUM TO:THE MEMORANDUM OF AGREEMENT
BETWEEN THE CITY.& SAN LUIS OBISPO AND
THE SAN LUIS OBISPO POLICE OFFICERS' ASSOCIATION;
AND AUTHORIZING THE CHIEF OF POLICE TO ADOPT OR
CHANGE WORK SCHEDULE PLANS AS NEEDED.
BE IT RESOLVED by the Council of the City of San Luis Obispo as
follows:
Section 1. The modification and extension to the Addendum of the
current Memorandum of Agreement between the City of San Luis Obispo and
the San Luis Obispo Police Officers' Association,'attached hereto as
Exhibit "A ",.and incorporated herein by this reference is hereby adopted
and ratified.
Section 2. The City Council, further, reaffirms the authority of
'the Chief of Police to alter or adopt necessary schedule changes to meet
the needs of the City and /or its employees.
Section 3. The City Clerk shall furnish a copy of this resolution
and a copy of the executed Extended Addendum to Gary Nemeth, President of
the Police Officers' Association; Ann Crossey, Personnel Director; Dixon
Flynn, Acting Finance Director; and James Gardiner, Chief of Police.
On motion of , seconded by on the
following roll call vote:
AYES:
NOES:
ABSENT:
Resolution No.
(1988 Series)
the foregoing resolution was passed and adopted this day of
January, 1988.
ATTEST:
, City Clerk, Pamela Voges
APPROVED:
City A4ministrative Officer
City A0 orney
Finance Director
a')'� — J gOCZ4�
Personnel Director
Mayor Ron Dunin
C -3¢
Attachment 1
Exhibit A
SIDE LETTER TO ADDENDUM
of 1985 -88 Memorandum of Agreement
Between the City of San Luis Obispo
and the San Luis Obispo Pol -ice Officers Association
By mutual consent of the City and the Police Officers Association,
the attached addendum with sideletter adopted May 199 1987 by Resolution
6216 (1987 series) is hereby modified to read as follows:
A. Page One, Paragraph One :
In an effort to improve scheduling, the Chief
of Police desires to implement a 3/12 Work
Hour Plan. This plan will be implemented
beginning January It 1988 and will remain in
effect until such time that it is no.longer
determined to be beneficial to the City and /or
the Police Officers' Association.
B. Page One, Paragraphs Two, Three, Four and Five:
All Paragraphs deleted.
C. Page Two, Paragraph One:
Deleted.
D. Page Two, Paragraph Three:
Deleted.
The City and the Police Officers Association agree to continue all
other aspects of the current addendum to the 1985 -88 MOA as written through
June 30, 1988.
The City and Police Officers' Association also agree that all
other provisions of the current MOA, not effected by the addendum, will
remain the same.
Nothing herein should be construed to indicate that the City will,
in any way, relinquish current or future management prerogatives to
establish necessary work plans appropriate to the needs of the Department.
�3S
Attachment 2
RESOLUTION NO. 6216 (1987 SERIES
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SAN LUIS OBISPO MODIFYING RESOLUTION NUMBER bO66
(1986 SERIES), AN ADDENDUM TO THE MEMORANDUM OF
AGREEMENT BETWEEN THE CITY OF SAN LUIS OBISPO AND
THE SAN LUIS OBISPO POLICE OFFICERS ASSOCIATION.
BE IT RESOLVED by the Council of the City of San Luis Ob:soo as fo:lov4s:
Section 1. The Addendum to the Memorandum of Agreement between
the City of San Luis Obispo and the San Luis Obispo Police Ufticer=_
Association attached hereto as Exhibit A is hereby modified and adopted to
extend the time of the trial period by an additional seven (7) months (Ma:
29 through December 31, 1987). All other provisions of the Addendum wall
remain the same.
Section 2. The City Clerk shall furnish a copy of this
resolution and a copy of the executed Addendum to Gary Nemeth, President
of the Police Officers Association; Ann Crossey, Personnel Director and
Don Englert, Chief of Police.
C uncilman Settle Councilwoman Rappa
On motion o? , Seconded by _ _ and
on the following roll call vote.
Ayes Councilmembers Settle, Rappa, Dovey, Griffin and Mayor Dunin
No=_ None
Absent None
The forgoing resolution was passed and adopted this 19th day of
May, 1987.
YOR RON DUNIN
AT
CI CLERK PAMELA VO 69-9-6
R 6216
I
Attachment 2
Exhibit A
SIDE LETTER 10 ADDENDUM
of 1985 -88 Memorandum of Agreement
Between the City of San Luis Obispo
and the San Luis Obispu Police Officers Association
By mutual consent of the City and the Police Officer=_ association,
Paragraph One of the attached Addendum is hereby modified to read as
follows:
"The Association, in an ef- -ort to imoreve =_chvadul:nq or time off
for sworn employees, has requested the implementation of a 3/12 wort: hour
plan. The City has agreed to use this plan or: a trial basis. The test
period will be in effect until December 31, 1987."
The City and the Police Officers As=_aciat:on agree that all other
provisions of the Addendum are t:o rema!n the same.
City of San Luis Obispo
ax-v--, 660�
Ann Crossey
Director of Personnel
Police Dff:cers Association
r eth
resident. 2q-an Luis Obispo POA
Don E. Er4lert Toby Ross
Chief of Police Actinq City Administrative Officer
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Attachment 2
ADDENDUM TO THE Exhibit B
1985 -88 MEMORANDUM OF AGREEMENT
BETWEEN THE
CITY OF SAN LUIS OBISPO
AND THE
SAN LUIS OBISPO POLICE OFFICERS' ASSOCIATION
PREAMBLE
/ The Association, in an effort to improve scheduling of time off for
sworn employees, has requested the implementation of a 3/12 work hour
plan. The City has agreed to use this plan on a trial basis. The test
period will last up to eight months.
i The City has the right to terminate the use of the 3/12 work plan
and reassign employees to the 5/8 work week at any time during the test
period if the City believes the 3/12 is too costly, too cumbersome, or
unacceptably reduces the level of service provided to the community.
j The Association has the right to terminate the use of the 3/12 work
plan, if the plan as implemented becomes unacceptable. The addendum shall
terminate on the last day of the 28 -day cycle following a 30 -day written
notice from the Association to the City.
Lt. After the test period, the parties will evaluate the results of the
plan. Such evaluation period shall last at least three months. Both
parties will evaluate the results of the test, but the final determination
as to whether or not the plan is used after the evaluation period shall be
made by the City. If, on the basis of the analysis of the test, the City
determines it may reimplement a 3/12 work plan, prior to making a final
determination the City shall first meet and confer with the Association
about the specifics of such 3/12 work plan and any revisions to the
Memorandum of Agreement needed to implement such a plan.
sIt is further understood and agreed that all employees in the
department recognize and accept their responsibility to make the 3/12 plan
work. In this spirit, the employees will cooperate in making themselves
1 61.3.9
available for and respond to all requests or orders concerning shift
adjustments, utilization of pay back days, subpoenas, training, or
emergency call backs made by management during the test period as is
necessary to effectuate this agreement.
EFFECT OF THIS ADDENDUM
'Z The L985 -88 Agreement shall remain in full force and effect except
as specifically modified below. The modifications below shall terminate
on the last date of the effectiveness of this Addendum or any earlier date
upon which the City or the Association decides to terminate the test
period and all the provisions of the 1985 -88 Agreement shall once again
become fully operative.
3. TERM OF TEST PERIOD
The test period shall commence prior to December, 133:.
and shall fully terminate eight months from date of commencement.
WORK HOURS (ALL NEW)
,CF
The basic work
pattern
for sworn officers on patrol
shall be three
L2 hour days each week,
plus
assigned pay back. Employees
will normally
be assigned to work
160 hours
in a 28 -day work cycle. In
addition,
employees who attend
shall be
compensated for briefing time.
5
If an employee
does not work the full 160 hours in a
28 -day work
cycle, the City shall deduct the unworked hours from an employee's accrued
holiday or vacation balances, unless the unworked hours result for reasons
of excused paid absence or because the City did not assign a pay back
shit t.
. During the test period, the City shall have complete flexibility to
change work hours. The City's intent, however, is to give reasonable
prior notice whenever possible.
2
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OVERTIME -- SWORN (NO CHANCE EXCEPT FOR:)
8.3 All hours worked through the first 165 hours in the employee's
28 -day work period shall be paid in cash at the employee's straight
time base hourly rate. All hours worked above 165 in the employee's
28 -day work period shall be paid in cash at time and one half the
employee's regular rate of pay.
GUARANTEED MINIMUMS FOR RETURNING TO WORK
(REPLACE CURRENT WITH:)
Whenever an employee is required by the department to return to work
outside of the employee's normal work hours, if a minimum applies as found
in this article, then the employee shall receive the minimum or pay for
the work actually performed, whichever is larger. The City shall have the
option of paying the minimum in cash or as an adjustment to the employee's
work shift if the work shift commences within twelve (12) hours of the
�. scheduled return to work.
.11.1 SCHEDULED RETURN, TO WORK
Court Time
(a) Employees reporting for court duty shall be guaranteed two
hours minimum payment at straight time.
(b) Two or more court cases occurring within the minimum time
period shall be subject to a single minimum payment.
Training
Employees called back for training sessions authorized by the
Chief of Police or the Watch Commander shall be guaranteed
two -hour minimum payment at straight time.
Range Qualification
(a) Sworn personnel below the rank of Captain shall be
guaranteed two hours at straight time when participating
3 �-3-/o
in range qualification training when off duty.
(b) Each sworn employee who shoots for qualification shall be
provided 100 rounds of practice ammunition during that
month.
11.2 NON- SCHEDULED RETURN TO WORK
Call Back
Employees called back to work at other than their normally
scheduled shift shall be guaranteed two -hour minimum payment at
time - and - one -half.
STAND BY (NO CHANGE EXCEPT FOR:
13.2 COMPENSATION
Non - investigator
(a) Sworn personnel below the rank of Lieutenant, placed on
standby, shall be compensated one hour's pay for each five
�. hours standby.
(b) For any calendar day ANY part of which an employee is scheduled
to work, the employee shall receive no minimum pay for
standby. For any calendar day NO part of which an employee is
scheduled to work, the employee shall receive a minimum of
three hours of pay at straight time rate for standby.
Investigator
No change.
HOLIDAYS, VACATION, SICK LEAVE
Each of the above shall continue to accrue as provided in the
current Agreement, except that, where the accrual or use is stated in
days, such accrual or use shall be converted to hours by using eight (8)
hours for each day provided. When an employee takes time off from any one
of these benefits, for each hour taken off one hour shall be subtracted
C19-//
i
from the employee's accrued balance.
BEREAVEMENT LEAVE
No change except the time off shall not exceed 40 working hours per
inciddnt.
CITY OF SAN LUIS OBISPO
SAN LUIS OBISPO
POLICE OFFICERS ASSOCIATION
Ann aCrossey D 61e Jor a Date
Personnel Director President SL OA
k-/
Don Englert Date
Chief of Poli'e
5
Terry Campbell to
Vice President SLOPOA
Attachment 3
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►�� city of s an Us oBo i p
........... - D.2y POLICE DEPARTMENT
Post Office Box 1328 — San Luis Obispo, CA 93406.1328 — 8051549.7310
TO: Toby Ross, Acting CAO
FROM: Don E. Englert, Chief of Police
DATE: March 25, 1987
SUBJECT: INFORMAL EVALUATION OF 3/12 SHIFT PLAN
As of February 4, 1987, we completed the first four -month phase of the
3/12 Shift Schedule. Patrol personnel who were on the Night Shift (7 p.m.
to 7 a.m.) and those who were on days (7 a.m. to 7 p.m.) have rotated and
begun to work the second four - months of the eight -month test period on
opposite shifts.
As you will recall, the agreement with the POA states that we will return
to the 5/8 Schedule for at least three months at the end of the
eight -month trial period. During those three months a formal evaluation
of the 3/12 schedule will be completed and a decision will be made as to
whether to stay on the 5/8 .Schedule or return to the 3/12 Plan. The
eight -month trial period will end on May 289 1987.
The purpose of this memo is to provide you (and the Council) if you feel
it appropriate) with some preliminary information and impressions of the
first four -month phase.
Prior to beginning the first four -month period, we met with our staff and
established a set of evaluation factors that we felt would provide us with
reliable and consistent information as to the impact of the new schedule
on patrol operations. Most of the factors selected were in some way
related to our most important area of concern, that being to at least
provide the same level, if not an improved level of service to the
community. Most of the factors were chosen from the research information
developed over the year or so prior to testing of the 3/12 Shift and
included:
- Productivity and Service Level
- Fatigue and /or Related Problems
- Internal Communications Problems
- Citizen Complaints
- Use of Overtime
- Use of Sick Leave
- Use of Vacation
- Officer Morale and Attitude
- Effects on Other Agencies
- Scheduling Flexibility (or Inflexibility)
- Shift Loading Opportunities
- Supervising Problems
Toby Ross, Acting CAO
March 25, 1987
Page 2
Watch Commanders were required to monitor these factors closely, make
verbal reports at monthly staff meetings and complete written evaluations
at the end of each 28 -day work cycle. At the end of the fourth 28 -day
work cycle, the information was condensed into one report for my review.
Looking at the evaluation factors in the same order as above, the
information as of this time reveals that;
There appears to have been no perceptible change in the service level
to the community and individual officer productivity levels appear to
be at least as high as they were prior to the trial period.
- The fatigue that we felt might be observable has not been apparent
with the exception of a couple of isolated situations where a court
appearance interrupted the officer's sleep period. No increase in
accidents or sheet metal damage has occurred that appears to be
related to fatigue or the 3/12 Shift Plan.
- Internal communications problems, as expected have increased
somewhat. Watch Commanders have been forced to contact each other
more often during off -duty time and the frequency of staff meetings
had to be increased. The result of all this is that we have all been
forced to become better communicators and, if anything, internal
communications have improved slightly.
Citizen Complaints do not appear to have increased, although a
four -month time frame is not really long enough to develop an accurate
comparison of this factor.
Overtime use has dropped by 298 hours over the same period of time
last year. (741 hours to 443 hours) Conservatively estimated, this
would probably relate to a cost savings of over $1,200 per month if
the trend continued. Officers who relied on overtime to one degree or
another as part of their income have been a little unhappy about the
reduction in available overtime.
Sick leave dropped by an average of twelve hours per month for the
four -month period. Sick leave usage dropped quickly during the first
two months (as anticipated). However, it went up in December and
January when we were hit by a seige of the flu. I believe that the
potential for reducing sick leave over the long run is still one of
the more beneficial aspects of the 3/12 schedule.
Use of vacation time on the average declined, no doubt due to the
longer periods of time off. However, use of holiday time went up by
almost one -half of the decline in vacation time used. Unused vacation
time could become a serious liability to the City and needs to be
carefully managed under a schedule of this sort. If not, it's
possible that we may see an effort to negotiate for some payment of
unused vacation time at the next meet - and - confer session.
C�3 /¢
Toby Ross, Acting CAO
March 259 1987
Page 3
Officer morale and attitude is difficult to evaluate, but appears to
be above average. Extended off time seems to have increased job
enthusiasm as the officers are fresher when they return to work. Some
of those that were skeptical of the 3/12 Plan in the beginning appear
to have changed their minds after having tried the shift for awhile.
Officers report that the Night Shift (7 p.m. to 7 a.m.) on the 12 hour
schedule is less tiring than the five eight -hour blocks on the morning
shift (11 p.m. to 7 a.m.) under the 5/8 Shift Plan.
The effect on other City departments appears to have been minimal.
Our second biggest area of concern was our relationship with the
District Attorney's Office, especially in the area of subpoenas and
courtroom appearances. We have asked frequently for their feedback
and they have advised us that they have not experienced a problem with
officers not appearing for court or being too tired to testify
effectively.
The 3/12 Shift schedule appears to provide the Department with a
higher level of flexibility than the 5/8 Schedule did. The primary
reason for the increase seems to come from the "payback" time, that is
the time difference between three twelve -hour shifts per week and five
eight -hour shifts per week. (Total of 16 hours per 28 day cycle).
Through careful scheduling, this payback time has been used
effectively to cover or fill in at times when shifts are shorthanded,
to shift load on certain days of the week or for special events such
as parades, etc. or for training time. We have been able to field a
slightly higher average staffing level under the 3/12 and were down to
minimum staffing (four patrol officers per shift) on only.a few days
each month. Flexibility in the assignment of personnel seems to be
the greatest advantage of the 3/12 over the 5/8 at this time to the
department.
Shift loading is easier under the 3/12 due to the flexibility involved
with having roughly 16 hours of floating time per officer during each
28 -day cycle. With the available time we have been able to handle the
Thursday night downtown activities, some special foot patrols and a
part of the manpower needs during parades, etc. without paying
overtime. However, it should be pointed out that this is not the time
of year that officers want vacation time and as mentioned earlier, we
are beginning to see a build up of vacation time that officers will
have to take sooner or later.
There has been no increase in supervisory problems. Those individuals
who were complainers before the 3/12 still find things to complain
about. There appears to be a minor positive effect in terms of
supervisory continuity in that the 3/12 schedule operates more on a
platoon system than the 5/8 schedule, with officers working more days
with the same supervisors than before. Supervisory coverage has
increased by eight hours per week and scheduling of the four sergeants
and four lieutenants is easier under the 3/12 schedule. Another
significant advantage to our supervisory staff is the fact that we no
longer require a relief crew (sergeant and lieutenant) to cover when
the other supervisors were on days off. The relief shift under the
Toby Ross, Acting CAO
March 25, 1987
Page 4
5/8 was a pretty undesirable assignment because of the double -back
shifts (only eight hours between shifts and different sleeping periods
for different days).
In addition to staff evaluation a survey was completed by the Police
Officers Association in the first week of February. The survey contained
13 questions and a comments section. A blank questionnaire is attached.
The results of the survey indicate that there are approximately three or
four officers who are still unhappy with the 3/12 Shift Schedule. The
survey also indicates there may have been a change of attitude or position
in the case of another two or three people who were not anxious to try it
in the beginning. Only one response was almost totally negative of those
four or five responses that indicated some dissatisfaction with the
shift. This was the only respondent who indicated that his or her morale
was worse than before and the form was not signed.
Conclusion. As of this time the positives outweigh the negatives and no
significant problems have surfaced. At or near the end of the second
four -month period, the Department will be conducting its own survey as a
part of the formal evaluation process.
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