HomeMy WebLinkAboutMS Personnel Actions 2014 Police DepartmentAgenda Item No: 3. i
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Meeting D. August 18, 2014
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Department: Management Services
pared by: Deirdre Dolan, HR Director City Manager Approval:
Diana Bishop, Police Chief
SUBJECT: ADOPT RESOLUTION APPROVING THE FOLLOWING PERSONNEL
ACTIONS:
1. Create the classification of Police Support Services Supervisor,
reclassify one Civilian Supervisor to the classification of Police Support
Services Supervisor, and delete the other Civilian Supervisor
classification;
2. Create the classification of Lead Communications Dispatcher and
reclassify two Communications Dispatchers into the classification of
Lead Communication Dispatcher;
3. Add one full time Call Taker/Records Specialist position; and
4. Add one full time Communications Dispatcher.
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BACKGROUND:
The Police Department currently has two Civilian Supervisor positions that oversee the
Records, Evidence, and Dispatch functions for the Police Department. With the recent
retirement of Civilian Supervisor Margo Rohrbacher in July 2014, the department reevaluated
the existing structure and determined that a reorganization would provide more efficiency,
better service to the community, career growth opportunities for current employees, and the
ability to staff the front lobby seven days a week.
ANALYSIS:
The department currently has the two above mentioned Civilian Supervisors, four (4) Call
Taker/Records Specialists, nine (9) Communications Dispatchers, one (1) Evidence/Property
Technician, and one (1) Administrative Technician working in these work groups. Following is a
list of the proposed changes-.
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Create a new job classification of combined Records/Evidence and Dispatch Supervisor
(Police Support Services Supervisor), reclassify the incumbent Civilian Supervisor to
Police Support Services Supervisor, and eliminate the previous Civilian Supervisor
classification
Create the new job classification of Lead Communications Dispatcher and promote two
qualified incumbent employees into these positions
Add one additional FTE to the Call Taker/Records Specialist classification
Add one additional FTE to the Communications Dispatcher classification
Police Support Services Supervisor
The Police Support Services Supervisor position combines the Civilian Supervisor — Dispatch
and the Civilian Supervisor — Records, Property and Evidence functions into one position.
These positions formerly provided back-up to one another so the incumbent is familiar with the
job duties required in both areas. The combination of these two positions provides career
growth opportunity for the incumbent, as well as salary savings from the eliminated Civilian
Supervisor position. When combined with overtime savings and other benefits to the
reorganization, this change enables the addition of two Lead Dispatchers, one Call
Taker/Records Specialist, and one Communications Dispatcher. In addition, several other law
enforcement agencies are moving toward the creation of a single civilian administrative position
to oversee both Records and Dispatch functions. The recommended monthly salary for the new
classification of Police Support Services Supervisor is $8,266 at the top step, which is 15%
higher than that for the poon of Civilian Supervisor. The salary was determined based upon
a survey of agencies with similar positions and comparison with related internal positions, as
well as consultation with a classification and compensation consultant who confirmed that 10%
to 15% is the appropriate range for an increase for combined supervisory positions.
Lead Communications Dispatcher
The Lead Dispatch positions would, under general supervision, lead and perform work in the
dispatch unit. The responsibilities would be more than a line level dispatcher and would allow
the Police Support Services Supervisor the time to effectively oversee the combined Evidence,
Records, Administration and Dispatch workgroups. The positions would be working
dispatchers; however, one shift a week the Lead Dispatchers would have administrative
responsibilities. The recommended monthly salary for the new classification of Lead
Communications Dispatcher is $6,440 at the top step, which is 7.5% higher than that for the
Communications Dispatcher. This salary was determined based on a survey of agencies with
similar positions.
Call Taker/Records Specialist
At their peak the department employed eight (8) Call Taker/Records Specialists; that number is
now four (4). The Call Taker/Records Specialists are scheduled to work Monday through
Friday, and the front counter is open from 8 am to 5 pm those days. The department has come
up to full staffing in the officer ranks in the past several months, and the volume of work created
by the officers directly affects the workload of the Call Taker/Records Specialists. The addition
of a fifth Call Taker/Records Specialist would allow the work load to be processed more quickly
and also allow the department to open the front counter to the public on Saturdays. The
addition of a fifth Call Taker/Records Specialist will also reduce the amount of overtime required
to cover for vacation and sick leave absences.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Pale:
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Communications Dispatcher
The current dispatch schedule, when fully staffed at nine dispatchers, just covers the
deployment needs based on analysis of call volume per hour, per day. The minimum
recommended staffing is two dispatchers at all times; however, the department is only able to
staff the hours from 3 am to 7 am each day with one dispatcher. The addition of a tenth
dispatcher would provide more flexibility in scheduling and result in a decrease in the number of
hours necessary to fill shifts with the use of Season a I/Tem po rary staff, overtime hours for
Dispatchers, overtime hours for two Community Service Officers, and occasionally, overtime
hours for the Supervisor. The tenth Dispatch position would allow the department to cover the
majority of scheduled absences with personnel on straight time rather than overtime.
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The Chief of Police has communicated with representatives of the affected bargaining unit
regarding these changes. The City will satisfy its responsibilities under the Meyers-Milias
Brown Act prior to implementation.
FISCAL IMPACT:
The incremental costs of the proposed addonal and reclassified poons are substantiall
offset by the reduction of one supervisor position, combined with less need to staff the dispatc
center with overtime and temporary support. The net impact of the proposed changes
projected to impact general funds expenditures by less than 0. 1 %.
• Approve the Resolution to implement the above recommendations.
• Request changes to the recommendations.
• Direct staff to develop alternatives to the recommendations.
ACTION REQUIRED:
Adopt Resolution as presented.
ATTACHMENTS:
0 Resolution Regarding the Requested Actions.
• Job Description — Police Support Services Supervisor
• Job Description — Lead Communications Dispatcher
• Revised Salary Schedule for San Rafael Police Association
I
RESOLUTION OF THE SAN RAFAEL CITY COUNCIL APPROVING PERSONNEL
ACTIONS TO CREATE THE CLASSIFICATION OF POLICE SUPPORT SERVICES
SUPERVISOR AND LEAD COMMUNICATION DISPATCHER, TO RECLASSIFY ONE
CIVILIAN SUPERVISOR AND TWO COMMUNICATIONS DISPATCHERS; AND TO
ADD ONE FULL TIME CALL TAKERIRECORDS SPECIALIST POSITION AND ONE
FULL TIME COMMUNICATIONS DISPATCHER.
Whereas, due to a retirement in July 2014 the police department reevaluated the
existing structure and determined that a reorganization would be beneficial; and
Whereas, the proposed reorganization will provide more efficiency, improved service to
the public, and career growth opportunities for incumbent employees; and
Whereas, the cost of the proposed reorganization will be offset by salary, overtime, and
temporary employee savings.
NOW, THEREFORE BE IT RESOLVED, that the City Council hereby approves the
following personnel actions:
1. Create the classification of Police Support Services Supervisor,
reclassify one Civilian Supervisor to the classification of Police
Support Services Supervisor, and delete the other Civilian Supervisor
classification;
2. Create the classification of Lead Communications Dispatcher and
reclassify two Communications Dispatchers into the classification of
Lead Communication Dispatcher;
3. Add one full time Call Taker/Records Specialist position; and
4. Add one full time Communications Dispatcher.
1, Esther Beirne, Clerk of the City of San Rafael, hereby certify that the foregoing
resolution was duly and regularly introduced and adopted at a regular meeting of the
San Rafael City Council held on held on August 18, 2014 by the following vote, to wit:
AYES. COUNCILMEMBERS: Bushey, Colin, Connolly, McCullough & Mayor Phillips
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ESTHER BEIRNE, City Clerl
City of San Rafael
Job Class Specification
Job Title: Police Support Services Supervisor
This is a civilian position responsible for the supervision and effective operation of the Police
Department's Communications and Records operations, including business office, dispatch, evidence
and records.
General supervision is provided by the Support Services Division Captain or his/her designee.
Responsibilities include the supervision of civilian support staff and other assigned personnel,
including planning, organizing, and reviewing the work of assigned civilian personnel. Performs other
related work as required.
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The duties described are representative of those that must be met by an employee to successfully
perform essential job functions. Additional duties may be performed as required. Reasonable
accommodations may be made to enable individuals with a disability to perform the essential duties.
• M odern police methods and procedures.
• Principles, practices and operating characteristics of manual and automated records management
and dispatching systems used in municipal law enforcement environments
Standard telephone, teletype and radio broadcast procedures, and the applicable rules and
regulations of the Federal Communications Commission
• Statutory and case laws and ordinances related to evidence, property and records.
• City and Department policies and procedures.
• State and Federal regulations regarding records retention, distribution and destruction
• Pertinent Federal, State and local laws, codes, and regulations
Information technology, personal computers and related software applications.
Principles of supervision, training, employee appraisal, discipline and development.
Information technology, personal computers and related software applications
• Read and interpret documents such as rules, operating and maintenance instructions
• Select, train and instruct assigned personnel in work procedures
• Act quickly and calmly in emergencies
Operate public safety communications equipment
• Write routine reports and correspondence
• Clearly speak to customers and groups of employees
• Communicate effectively both verbally and in writing.
• Interpret and explain laws, rules, regulations and technical procedure manuals.
• Establish and maintain cooperative relationships with the public and fellow employees.
• Supervise, train, evaluate, schedule and organize the work of subordinate personnel.
• Effectively mentor and develop subordinate employees.
• Maintain confidentiality regarding sensitive information.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common
fractions, and decimals.
EDUCATION, CERTIFICATION AND EXPERIENCE:
High school graduate or equivalent. Additional coursework education of 60 semester units of
college work at an accredited institution preferred.
Five years related experience and/or training in records, evidence, dispatch, or equivalent
combination of education and experience, with at least two years in a lead or supervisory capacity.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee
to successfully perform the essential functions of this job. Reasonable accommodations may be made
to enable individuals with disabilities to perform the essential functions. While performing the duties of
this job, the employee is frequently required to sit and talk or hear. The employee is occasionally
required to stand; walk; use hands to finger, handle, or feel; and reach with hands and arms. The
employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 50
pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus.
The work environment characteristics described here are representative of those an employee
encounters while performing the essential functions of this job. Reasonable accommodations may b
made to enable individuals with disabilities to perform the essential functions. While performing the
duties of this job, the employee is frequently exposed to video display and frequently works in inside
environmental condons. The employee occasionally works in evenings or weekends. The noise
level in the work environment is usually quiet. I
Hazards: Hazards are moderate, fairly predictable and protected against.
Department-
Police
FLSA Status:
Non -Exempt
Prepared By.
Police Department
Prepared Date-
July 2014
Approved By:
City of San Rafael & San Rafael Police Association
Approved Date-
August 2014
City of San Rafael
Job Class Specification
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Job Title: Lead Co unications Dispatcher
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Under general supervision, leads and performs a variety of advanced journey level duties involved in
receiving incoming calls for police and emergency assistance and dispatching of necessary units.
General supervision is provided by the Police Support Services Supervisor. Incumbents may
independently perform the more complex and responsible duties of the class series, and provide lead
supervision of Communications Dispatchers, Police'Call Taker and Records Specialists, and support
staff. This classification serves as a shift supervisor in the absence of, or at the direction of, the
Support Services Supervisor, provides comprehensive training to dispatch trainees and less
experienced dispatchers, and performs a variety of general support duties related to dispatch and
records activities including record keeping and equipment maintenance. This is a shift position which
may be assigned to work evenings, weekends and holidays.
The duties described are representative of those that must be met by an employee to successfully
perform essential job functions. Additional duties may be performed as required. Reasonable
accommodations may be made to enable individuals with a disability to perform the essential duties.
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Informs on -duty shift Sergeant of street activity and pending calls for service.
Performs related duties as required.
• Modern police methods and procedures
• City and Department policies and procedures
• Community Oriented Policing and Problem -Solving
• Information technology, personal computers and related software applications
• Principles of supervision, training, employee appraisal and development
ABILITY TO
• Train and orient new dispatchers in procedures and techniques
• Work under pressure, exercise good judgment and make sound decisions in emergency situations
• Effectively communicate with and elicit information from upset and irate citizens
• Provide technical supervision to dispatchers and evaluate performance
• Understand and follow oral and written instruction
• Operate CAD and other dispatch and office equipment
• Access automated databases
• Work various shifts as assigned
• Communicate clearly and concisely, both orally and in writing
• Establish and maintain effective working relationships with those contacted in the course of work
• Communicate effectively both verbally and in writing
• Operate a variety of public safety equipment, including computers and related applications
• Establish and maintain cooperative relationships with the public and fellow employees
• Supervise, train, evaluate, schedule and organize the work of subordinate personnel
• Effectively mentor and develop subordinate employees
EDUCATION, CERTIFICATION AND EXPERIENCE:
Graduation from high school or possession of GED; three (3) years of experience as a Public Safety
Dispatcher; possession of P.O.S.T. Basic Dispatch Certificate and a valid drivers' license.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee
to successfully perform the essential functions of this job. Reasonable accommodations may be made
to enable individuals with disabilities to perform the essential functions. While performing the duties of
this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with
hands and arms; and talk and hear. The employee is occasionally required to stand and walk. The
employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 50
pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee
encounters while performing the essential functions of this job. Reasonable accommodations may be
made to enable individuals with disabilities to perform the essential functions. While performing the
duties of this job, the employee is regularly exposed to video display and frequently works in inside
environmental conditions. The employee occasionally works in evenings or weekends. The noise
level in the work environment is usually moderate.
Hazards- Hazards are moderate, fairly predictable and protected against.
Department: Police
FSA Status- Nonexempt
Prepared By: Police Department
Prepared Date: July 2014
Approved By: City of San Rafael & San Rafael Police Association
Approved Date- August 2014
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III � 1 1, 111 1 i
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DATE: August 8, 2014
SRRA / SRCC AGENDA ITEM NO.
DATE OF MEETING: August 18, 2014
TITLE OF DOCUMENT: RESOLUTION OF THE SAN RAFAEL CITY COUNCIL APPROVING
PERSONNEL ACTIONS TO CREATE THE CLASSIFICATION OF POLICE SUPPORT SERVICES
SUPERVISOR AND LEAD COMMUNICATION DISPATCHER, TO RECLASSIFY ONE CIVILIAN
SUPERVISOR AND TWO COMMUNICATIONS DISPATCHERS; AND TO ADD ONE FULL TIME CALL
TAKER/RECORDS SPECIALIST POSITION AND ONE FULL TIME COMMUNICATIONS DISPATCHER.
All
Department Head (signature)
(LOWER HALF OF FORM FOR APPROVALS ONLY)
IL/AGENCY
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City Attorney (signature)