Agenda - Council - 08/11/2015 - Laserfiche WebLink

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CC Work Session Meeting Date: 06/09/2015 Information Title: Discussion Regarding Public Safety Administrative Support 2.4. Purpose/Background: The purpose of this discussion is to request the City Council's direction for staff to proceed with a recruiting effort to fill the immediate and long-term administrative support needs in both the Fire Department and the Police Department. As a result of two recent staffing changes in the Police Department, both the Police and Fire Departments currently have greatly reduced administrative support capacity. As the City Council is aware, two part-time Police Technicians (one 20 -hour and one 25 -hour) are no longer working in that capacity. One of the Police Technicians is now working as a Ramsey Community Service Officer and the other is no longer employed with the City. This change has left the Police Department short by 40 hours per week and the Fire Department short by 5 hours per week. The interim support needs are being handled by the Police Department Office Supervisor and a Police Captain, taking turns working at the front desk area taking calls and assisting customers; as well as the Fire Chief & Fire Marshal picking up as much of the work as they can. City's Recruiting Policy: For previously approved/budgeted positions, it is the City's policy to conduct needed recruitment and to bring a case forward to the City Council to request authorization to hire. However, in this case, staff would like to discuss alternative staffing options (rather than conducting recruitment based on the current vacancies) in order to restructure; best meeting the needs of the City and the goals of the Strategic Plan. Fire Department: Staff would like to begin a recruitment for a 20 -hour per week Fire Technician to fill the administrative support role within the Fire Department. For the last couple of years the administrative support functions for the Fire Department have been handled in the Police Department at just 5 -hours per week (5 -hours of the 25 -hour per week technicians's schedule under the direction of 2 supervisors). The 5 -hour weekly schedule came about in response to the need to reduce personnel costs; prior to that the position was 40 -hours per week for several years. There have been many changes in the Fire Department that speak to the need for additional hours of administrative support (including but not limited to payroll processing changes and other record keeping needs); along with a need to better utilize the Fire Chiefs and the Fire Marshal's time to be more specifically focused on higher level public safety activities, and to provide more responsive customer service. In addition to the attached documentation, staff is prepared to discuss the needs of the Fire Department with the City Council as part of this case. Police Department: Staff would like to begin a recruitment for a 40 -hour per week Lead Records Technician. Changing from two part-time employees to one lead full-time employee will help to provide consistency and continuity of service. In addition, it is the City's goal to operate under a 3 -deep staffing plan and to practice proactive succession planning Employing a lead support person will provide a link between the front desk support staff and the Police Department Office Supervisor. Currently, a Police Captain must serve as the Police Department Office Supervisor's back-up. In addition to the attached documentation, staff is prepared to discuss the needs of the Police Department with the City Council as part of this case. In summary, City staff continues to be cautiously prudent with regard to maintaining a reduced personnel budget and have carefully considered the staffing needs of both departments, and have determined that the City would be