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HomeMy WebLinkAbout01/16/1990, C-5 - REQUEST FOR APPROVAL OF OVERSTAFFING OF ONE LIEUTENANT'S POSITION IN THE POLICE DEPARTMENT :y Meeting D--`4: January 16 , 1990 acy of sah Us OSISpo x7EifZW- AIP Mar,e COUNCIL AGENOA REPORT FROM: Police Department Jim Gardiner, Chief of Police SUBJECT: Request for approval of overstaffing of one Lieutenant's position in the Police Department RECOMMEENDATION: Authorize and approve funding for overstaffing of one Lieutenant position through FY 91-92. DISCUSSION: Background In August 1989, a Police Department Lieutenant was injured in an off-duty motorcycle accident. Since that time, the Lieutenant has been recovering from extensive surgery involving the loss of his lower left leg and severe damage to his left arm. While it is anticipated that he will be available to return to limited duty soon, the long-term prognosis is still uncertain. Over the last five months, the loss of the Lieutenant., a Patrol Watch Commander, has been absorbed by adjusting other supervisory schedules, work hours, and assignments . Department supervisors have been extremely supportive in meeting this organizational need. This, however, has taken its toll both organizationally and personally on the supervisors . Non-patrol supervisors, particularly the Traffic Sergeant, have been pulled away from their normal duties to fill minimum deployments. We have been faced with many more shifts with only one supervisor available. This has caused a significant reduction in field supervision. This is critical in assuring the most efficient use of Department resources and providing support for field officers . Finally, the situation has reduced the availability of staff for administrative support of Department operations . Over the past several years, the Department has been reviewing our operations and future needs. This will be presented to the Council in the form of a Five Year Police Services Plan later this year. A component of this evaluation has identified a weakness in the resources available for administrative support and tasks . This has been evidenced by the necessity for continued use of field staff for administrative assignments. We have also focused on the need for an extensive review of policy and procedures and the development of a comprehensive Department Manual. 1 acy Of San LUIS d$ISpo COUNCIL AGENDA REPORT Immediate Operational Needs As the Department enters the new year, we begin one of our most active periods . Two Lieutenants (Watch Commanders) and two Sergeants (Field Supervisors) are assigned tocover one of the 12 hour patrol shifts each week. The Watch Commander is normally in the station providing overall management of the shift resources including the Communications Center and other station personnel. As the title suggests, the Field Supervisor is primarily assigned to the field to provide immediate supervision and direction, as needed. He also provides backup and support for field personnel in handling calls for service. Even with full staffing, the time necessary for normal days off, mandatory training, staff assignments, sick days and vacations leave several days a week on which only one staff member will be on duty. During the past five months, the loss of Lt.Costa has meant that one staff member on duty has been the rule rather than the exception The Department has used the three remaining Lieutenant and Sergeant positions to fill shift assignments to ensure that one staff member is on duty at all times. These positions are the Investigative Lieutenant, Traffic. Sergeant, and the Training Sergeant. After reviewing the short and long term impacts on the organization, it is felt that the reassignment of any of these positions on a permanent basis would significantly impair the Department's ability to meet service responsibilities and fulfill policy direction of the City Council. The Department feels that an immediate promotional process should be initiated to fill this vacancy. We also feel that this should be accomplished through an authorized overstaffing so that the number of line officers providing direct service to the community are not reduced. Administrative Lieutenant Position As noted above, the Department has identified the lack of administrative support as an area of concern within the organization. The Department conducted a review of our primary administrative tasks and where they are currently assigned. We also looked to current and future administrative needs for the organization. After careful evaluation, it was felt that an administrative management position, preferably with sworn police officer experience, would best meet our needs . Additionally, as the position is designed, we feel that it will increase the performance capabilities of both the Traffic and Training Sergeant assignments by freeing them of administrative tasks which take them away from their primary responsibilities . 2 CTCy of San LUIS OBisp0 COUNCIL AGENOA REPORT A general description of duties for the Administrative Lieutenant include: 1 . Research projects, provide analysis, and develop Department policies and procedures . 2. Plan and organize crime prevention goals and objectives. 3. Conduct special event permit review and coordination. 4 . Complete Department background investigations. 5. Review and process permit and licensing applications. 6. Serve as personnel recruitment coordinator. 7 . Conduct emergency preparedness planning. 8. Serve as cost recovery programs coordinator. 9 . Provide community college liaison. 10. Serve as Affirmative Action coordinator. 11. Serve as volunteer and special programs coordinator. These duties and responsibilities will require the ability to write and speak clearly, concisely, and persuasively. The position requires the ability to collect and analyze a wide variety of data to develop viable alternatives and recommendations. A background which is thoroughly familiar with the police role and function is essential. The ability to supervise effectively and to develop and maintain cooperative relationships will also be needed. These attributes and qualities are most directly comparable to that of a middle manager. This is a Lieutenant in our sworn ranks. Conclusion The personnel of the Department believe that the Administrative Lieutenant position will enhance the overall effectiveness of the Department and will provide better service to our community. While this adjustment to Department personnel strength would normally have come to Council through the budget process, we believe that this unique set of circumstances provides an opportunity to address some of the identified needs while returning a valuable Department and City employee to regular duty. 3 crty of san tins oBispo COUNCIL AGENDA REPORT It will be our intention to phase the Lieutenant into this position over the next year as his physical condition permits . Based on information which we have now, we hope that he may begin partial days of work in February. As his abilities improve, he will assume the job tasks he can handle. Any time which he must take off due to his rehabilitative process will be charged to his earned sick time credits . The Lieutenant understands that the Department will review his ability to handle this position and that a determination to continue the position as an overstaff or convert to a regular position will be made at the end of FY 91-92 . He remains eager to resume his work with the Department. In conclusion, the Department wishes to emphasize that this position would have been requested even without the injury to the Lieutenant. Indeed, he would have been one of the prime candidates to fill the position had he not been injured. If he is able to develop his capabilities so that he could return to field duty, we look on this position as a valuable management development assignment which would allow the Department to further enhance the skills of our middle managers. FISCAL IMPACT If authorized, this overstaffing would result in an annual increase in Department budget of $68,473 to cover the cost of salary and benefits for the Lieutenant position. The Department has all other equipment (desk, chair, etc. ) necessary to support the position. Given the time required to fill the vacant Lieutenant position, the additional cost for the balance of FY 1989-90 will be approximately $17, 100.00. This additional amount will be transferred to the Police Department budget from the General Fund balance. ALTERNATIVES In addition to the recommended alternative, the following alternative is available. 1. The Council could direct Personnel to review the Lieutenant's medical condition and make a determination as to whether or not he should receive a disability retirement. As all current Lieutenant positions require full field capabilities, it is certain that the Lieutenant would be unable, at this time, to meet these requirements . The department feels that while this would allow us to proceed to fill the vacancy created, it would be the significant loss of a valuable resource to the 4 CrCy of san tins oBispo mnFAT COUNCIL AGENDA REPORT Department and the City. The management skills and knowledge of a senior middle manager take years to develop. The Department believes we can effectively use these skills, and that this action is not in the best interests of the City, the Department, or the employee. 5 crcy of San tuffs OBISPO COUNCIL AGENDA REPORT APPROVED: ,City A inistrative Officer 41 t rn Finance Director Personnel Director i ATTACHMENTS 1. Proposed Administrative Lieutenant Job Description 6 ATTACHMENT#1 City of San Luis Obispo ADMINISTRATIVE LIEUTENANT GENERAL STATEMENT OF DUTIES: Performs a variety of research , analytical, and administrative functions for the police department. Duties include responsibility for planning and organizing crime prevention goals and objectives, review of permit and license applications, special event coordination, cost recovery program coordination, personnel recruitment coordination, emergency preparedness planning, - affirmative action coordinator, animal control liaison, volunteer and special programs coordinator, safety committee reprsentative, and public information officer responsibilities. SUPERVISION RECEIVED: Works under the supervision of a Bureau Commander. SUPERVISION EXERCISED: As directed by the Bureau Commander. EXAMPLES OF DUTIES: Coordinates special programs, conducts special studies, conducts \ administrative investigations,and reviews licenses and permits . Plans and organizes crime prevention objectives and programs, acts as liaison for special programs and functions, perforans specified media relations functions. . REQUIRED KNOWLEDGE AND SKILLS: Ability to collect and analize a wide variety of data and to construct and offer viable alternatives. Ability to develop and coordinate special. programs and functions. The ability to write and speak clearly, concisely and persuasively. Ability to supervise effectively and to develop and maintain cooperative relationships . MINIMUM OUALIFICATIONS: Must be a sworn officer of the San Luis Obispo Police Department, with the rank of lieutenant. This is a lateral assignment postion made at the discretion of the- Chief of Police.