Agenda - Council Work Session - 10/25/2016

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CC Work Session 2.2. Meeting Date: 10/25/2016 Information Title: Police Department Staffing Request Purpose/Background: The purpose of this discussion is to ask the City Council to consider authorizing,by consensus,a recruitment for a part-time police records technician position. The part-time recruitment would be conducted with the intent and desire of retaining the current fulltime employee--the employee submitted a letter of resignation on October 19th from the fulltime position,but is willing and available to work a part-time position. Why Now This request,while time-sensitive based on the current staffing situation,is not solely based on a specific individual, but also due to an ever growing backlog of police records reporting,such as performing computer entries for calls for service,transcribing supplemental reports and statements, submitting required documents to local, state and federal agencies,processing records using departmental imaging system, filing records per departmental retention guidelines,completing integrity and validation reports as required by state and federal agencies, and working with state and federal network programs as a certified operator. This year,the city will see a savings in wages due to records staff being out on unpaid FMLA leave. Additionally, will be realizing cost savings from the recently announced retirement of a patrol sergeant. Strategic Plan The strategic action plan has a goal and imperative of an effective organization,to maintain a highly functional staff,meeting the increasingly ever-changing needs of the organization. Due to the resignation of our fulltime records technician, staff is planing to replace the fulltime position,but is requesting to recruit for a an additional part-time position. This would allow the City to attempt to retain the current trained employee to work in a new part-time position, or, if unsuccessful in that effort,to address current department needs with the addition of a new part-time employee. Increased Work Demands/Staffing The introduction of a new Public Safety Data System has increased the work load of records staff. In addition,there has been an increase in the amount of data requests by our city and county attorney, as well as the public. State and Federal agencies have also increased reporting requirements. Police Department staff feel there is simply more work to be completed than there are employees; this is further validated by data that shows the City of Ramsey's records staffing/sworn officer ratio is very low(12.5%compared to an average of 17.9%.)Historically,the Ramsey Police records division has operated efficiently with a very lean staff.However,the hiring of department support staff has not kept pace with the increase in the number of officers. In comparison with the officer-to-records staff ratio at other local agencies,the Ramsey Police Department is under-staffed. See the attached chart for additional details. Even with the addition of a part-time position,the staffing ratio is still less than the average and the lowest of the comparable cities. Retain Skilled Talent The creation of a part time (15-25 hours per week)position will allow us to retain an already trained and certified employee,who is in good standing with the city. The city has invested heavily into training this employee over the past 5+years. Due to the records technician positions being highly technical with many certifications being required, it is not simply a clerical position.